bhopal vyapam

Transcription

bhopal vyapam

NIT No. MAPIT/RFP/VYAPAM/10
Request for Proposal
for providing Computer Based Examination Services for
MP Professional Examination Board (VYAPAM)
MAP_IT
Madhya Pradesh Agency for Promotion of Information Technology
Department of Science and Technology, Govt. of MP
State IT Center, 47-A Arera Hills, Bhopal (M.P)
Phone No: 0755-2518300 Fax No: 0755-2579824
Website: www.mapit.gov.in
Date: 6 January 2015
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ACRONYMS
RFP
CBT
BG
EMD
IA
SLA
MOU
PMC
LAN
SDC
SWAN
SRDH
CSC
SRS
FRS
DC
DR
RTO
RPO
UI
DB
ICT
SMS
MP
RTI
UPS
FPS
QAT
MCQ
PKI
GUI
UAT
STQC
CERT-In
TPAA
DST
PQ
PAN
VAT
Request for Proposal
Computer Based Test
Bank Guarantee
Earnest Money Deposit
Implementing Agency
Service Level Agreement
Memorandum of Understanding
Project Management Committee
Local Area Network
State Data Centre
State Wide Area Network
State Resident Data Hub
Common Service Center
Software Requirement Specification
Functional Requirement Specification
Data Center
Disaster Recovery
Recovery Time Objective
Recovery Point Objective
User Interface
Database
Information Communication Technology
Short Messaging Service
Madhya Pradesh
Right To Information
Uninterruptable Power Supply
Frame Per Second
Question Authoring Tool
Multiple Choice Question
Public Key Infrastructure
Graphic User Interface
User Acceptance Test
Standardisation Testing and Quality Certification
Computer Emergency Response Team, India
Third Party Audit Agency
Department of Science & Technology
Pre-Qualification
Permanent Account Number
Value Added Tax
Request for Proposal (RFP)
for Providing Computer Based Examination Services to
Professional Examination Board (PEB), MP
On behalf of MP Professional Examination Board, MAP_IT (A registered society under
Department of Science and Technology, Govt. of MP) invites bid proposals from qualified,
reputed and experienced agencies for providing Computer Based Examination Services to
Professional Examination Board (PEB), MP. The RFP document is available on the websites
of MAP_IT (www.mapit.gov.in), and State e-Procurement Portal (www.mpeproc.gov.in).
Interested Bidders who qualify as per the criteria mentioned in the RFP document, may
submit their bids through e – tendering latest by 28 January 2015 till 05:30 PM on eProcurement Website (www.mpeproc.gov.in). Bidders are required to pay Rs. 10,000
online on the eProcurement Portal to purchase Tender Document.
Additional CEO, MAP_IT
DISCLAIMER
All information contained in this Request for Proposal (RFP) provided/ clarified are
in the good interest and faith. This is not an agreement and this is not an offer or invitation
to enter into an agreement of any kind with any party.
Though adequate care has been taken in the presentation of this RFP document, the
interested bidders shall satisfy themselves that the document is complete in all respects.
The information published in this document is not intended to be exhaustive. Interested
Bidders are required to make their own enquiries and assumptions wherever required.
Intimation of discrepancy, if any, should be given in desired format to the specified
office immediately. If no intimation is received by this office by the date mentioned in the
document, it shall be deemed that the RFP document is complete in all respects and firms
submitting their bids are satisfied that the RFP document is complete in all respects.
MAP_IT reserves the right to reject any or all of the applications submitted in
response to this RFP document at any stage without assigning any reasons whatsoever.
MAP_IT also reserves right to withhold or withdraw the process at any stage with intimation
to all who have submitted their bids in response to this RFP. MAP_IT reserves the right to
change/ modify/ amend any or all of the provisions of this RFP document without assigning
any reason. Any such change would be communicated to the bidders by posting it on the eTendering Portal of Govt. of MP i.e. www.mpeproc.gov.in
Neither MAP_IT, PEB nor their employees and associates will have any liability to any
prospective respondent interested to apply or any other person under the law of contract to
the principles or resolution or unjust enrichment or otherwise for any loss, expense or
damage which may raise from or be incurred or suffered in connection with anything
contained in this RFP document, any matter deemed to form part of this RFP document, the
award of the Assignment, the information and any other information supplied by or on
behalf of MAP_IT or their employees and Prime Bidder/Consortiums or otherwise arising in
any way from the selection process for the Assignment.
Information provided in this document or imparted to any respondent as part of RFP
process is confidential to MAP_IT and shall not be used by the respondent for any other
purpose, distributed to, or shared with any other person or organization.
Table of Contents
1
Introduction ................................................................................................... 1
2
About MAP_IT ............................................................................................... 3
3
Time Schedule of various Tender related events ............................................. 3
4
Project Objectives .......................................................................................... 4
5
RFP Structure ................................................................................................. 4
Part I (Scope of Services)
1
Scope of Services ............................................................................................ 5
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
Preparation of the Inception Report .............................................................. 6
Preparation of Detailed Project Plan .............................................................. 6
Definition & Design ....................................................................................... 6
Accreditation of Exam Centers ....................................................................... 8
Computer Based Exam Application Customization.......................................... 8
Setting-up Data Center .................................................................................. 8
Help Desk...................................................................................................... 9
Documentation of the Project...................................................................... 10
2
Project Timelines.......................................................................................... 10
3
Stakeholders Analysis .................................................................................. 11
4
Project Management Arrangement .............................................................. 12
5
Requirements for Conducting Computer Based Exams .................................. 13
5.1
5.2
5.3
6
Help Desk Support....................................................................................... 13
Web Portal Services .................................................................................... 14
Computer Based Exam Software .................................................................. 18
Computer Based Exam Conducting Process ................................................... 25
6.1
6.2
6.3
6.4
Exam Center Preparation............................................................................. 25
Question Paper uploading for Fixed Question Exam ..................................... 26
Exam Conduct & Support ............................................................................. 26
Post Exam Activities .................................................................................... 28
7
Handling of RTI Queries and Court Cases ...................................................... 29
8
Business Guarantee ..................................................................................... 29
9
Software Testing and Quality Assurance Requirements ................................ 30
9.1
9.2
Operational Acceptance Test ....................................................................... 30
Test Documentation .................................................................................... 32
10 Complete System Acceptance ....................................................................... 32
11 Audit & Certification .................................................................................... 33
12 Management Support Services ..................................................................... 33
13 Service Improvement ................................................................................... 34
14 SLA Management Tool(s) ............................................................................. 34
15 Data and information security requirements ................................................ 35
15.1
15.2
15.3
15.4
15.5
15.6
Information classification ............................................................................ 35
Human resource security ............................................................................. 36
Physical and environmental security ............................................................ 36
Communications and operations management ............................................ 36
Access control ............................................................................................. 36
Security Alerts ............................................................................................. 37
16 Documentation requirements....................................................................... 37
16.1 End User Documents ................................................................................... 37
16.2 Technical Documents .................................................................................. 37
17 Project Deliverable ....................................................................................... 38
Part II (Instructions to the Bidders)
1
Definitions ................................................................................................... 40
2
Pre-Bid Meeting ........................................................................................... 41
2.1
2.2
2.3
Address for Communication ........................................................................ 41
Clarification on the Bid Document ............................................................... 41
Amendment of Bid Document by MAP_IT .................................................... 42
3
Pre Qualification Criteria .............................................................................. 42
4
General instructions ..................................................................................... 43
5
Proposal Preparation ................................................................................... 44
5.1
5.2
5.3
5.4
5.5
Pre Qualification ......................................................................................... 44
Technical Proposal ...................................................................................... 45
Commercial Proposal .................................................................................. 46
Language of Bid ........................................................................................... 47
Authorised Signatory on behalf of the Bidder ............................................... 47
6
Bid Security (EMD) & Security Deposit .......................................................... 47
7
Compliance & Completeness of Response ..................................................... 48
8
Bid Submission ............................................................................................. 49
8.1
9
Format of Submission .................................................................................. 49
Bid Validity .................................................................................................. 50
10 MAP_IT’s right to terminate the process....................................................... 51
11 Disqualification of bids ................................................................................. 51
12 MAP_IT’s Rights to Accept/Reject any or all Proposals ................................. 52
13
Bid Evaluation.............................................................................................. 52
13.1
13.2
13.3
13.4
Preliminary examination ............................................................................. 52
Technical Evaluation.................................................................................... 53
Opening & Comparison of Commercial Bids ................................................. 55
Commercial Bid Rejection Criteria................................................................ 56
14 Selection of Bidder ....................................................................................... 56
14.1 Right ot Accept of Reject Any or All Bids ...................................................... 56
14.2 Notification of Award to the Bidder ............................................................. 57
14.3 Right to Vary Activities at the Time of Award ............................................... 57
14.4 Award of Contract ....................................................................................... 57
14.5 Signing of Contract ...................................................................................... 57
14.6 Discharge of Bid Security: ............................................................................ 57
14.7 Performance Security .................................................................................. 57
14.8 Loss of Revenue to MAP_IT ......................................................................... 58
14.9 Use of Contract Documents and Information ............................................... 58
14.10 Failure to Abide by the Agreement .............................................................. 58
15 Roles and Responsibilities ............................................................................ 58
15.1 Role of PEB ................................................................................................. 58
15.2 Role of Implementation Agency ................................................................... 59
16 Service Level Agreement .............................................................................. 59
17 SLA Monitoring ............................................................................................ 60
17.1 Service Level Standards ............................................................................... 60
17.2 SLA Categories ............................................................................................ 61
18 General Terms and Conditions ...................................................................... 63
18.1 Applicable Law ............................................................................................ 63
18.2 Termination ................................................................................................ 63
18.3 Corrupt or Fraudulent Practices ................................................................... 64
18.4 Data Protection ........................................................................................... 65
18.5 Confidentiality ............................................................................................ 65
18.6 PEB's right to change Exam Conducting Process ........................................... 66
18.7 Force Majeure ............................................................................................. 66
18.8 Resolution of Disputes ................................................................................ 67
18.9 Taxes and Duties ......................................................................................... 67
18.10 Local Conditions .......................................................................................... 67
18.11 Notices ....................................................................................................... 68
18.12 Limitation of Liabilities ................................................................................ 68
19 Payment ...................................................................................................... 68
20 Annexures.................................................................................................... 69
20.1 Annexure 1: Request for Clarification Form .................................................. 69
20.2 Annexure 2 : Bid Covering Letter.................................................................. 70
20.3 Annexure 3 : Bidder’s Form ......................................................................... 71
20.4 Annexure 4: Pre-Qualification Form ............................................................. 75
20.5 Annexure 5: Technical Bid Covering Letter .................................................... 79
20.6 Annexure 6: Bid Security Form ..................................................................... 81
20.7 Annexure 7: Format of Power of Attorney for Lead Member of Consortium ... 82
20.8 Annexure 8: Format for Commercial Bid ....................................................... 84
20.9 Annexure 9: Format for BIDDER’S AUTHORIZATION Letter ............................ 87
20.10 Annexure 10: Self declaration on Non-Blacklisting ........................................ 88
20.11 Annexure 11: Certificate of Conformity ........................................................ 89
20.12 Annexure 12: Non-Disclosure Agreement ..................................................... 90
20.13 Annexure 13: Undertaking for 10000 Seats ................................................... 96
RFP for Computer Based Examination Services to Professional Examination Board, MP
1 Introduction
The Professional Examination Board (PEB) is a self-financed, autonomous
incorporated body of State Govt to conduct entrance tests for admission to various colleges
in the state. Mainly, the PEB organizes the following entrance tests:
 Pre MCA : For entrance to Master of Computer Applications
 Pre B.Ed. : For entrance to Bachelor Degree in Education courses
 PPT
: For entrance to Polytechnic diploma courses
 PAT
: For entrance to Bachelor of
Agriculture, Forestry, Horticulture
courses
 PPhT
: For entrance to Bachelor of Pharmacy/ Diploma of Pharmacy
 GNTST
: For entrance to General Nursing Training (Only for girls)
 PAHUNT : For entrance to Ayurvedic, Homeopathic, Unani and Natureopathy degree
courses
 PNST
: For entrance to B.Sc. Nursing Training (Only for girls)
 SOE/SOM : For entrance to Schools of Excellence/Model School
 Animal Husbandry : For entrance to admission in Diploma Program of Animal Husbandry
 Recruitment Test
 Eligibility Test
Apart from above entrance tests, PEB also conducts recruitment examinations for
different state level posts, which are not being filled through the PEB and a large number of
other examinations to fill up the backlog of posts in various Government departments / PSU.
Thus the PEB conducts around 35 exams yearly and over 20 lakh students/candidates
participate in these exams. Year wise number of candidates and exams are as follows:
Year
No. of Exams Conducted
No. of Candidates Participated
2008-09
24
16,30,982
2009-10
16
3,22,197
2010-11
16
4,97,449
2011-12
23
6,02,273
2012-13
36
32,48,110
2013-14
27
17,76,578
Page 1
The admission rules for the conduct of the entrance/recruitment tests are provided
by the departments concerned. This includes detailed information regarding the eligibility of
the applicant, minimum educational qualifications, age limit, reservation of seats,
information regarding institutions, counselling schedule, selection process for entrance to
various courses and fees etc. The rules for conducting the examinations are prepared by the
Board including the procedure for filling the application forms, issue of test admit cards, list
of coordinating institutions etc. Complete information regarding the examination centres
and syllabus for the relevant test in a composite form is made available to applicants
through a printed Rule Book.
The Board has examination centres in all the major cities of the state. To add to the
transparency of the examinations, observers are appointed for each centre to watch the
proceedings of the examination and submit their reports to the Board. Keeping in mind the
sensitive nature of the examinations, Board conducts them with complete impartiality and
transparency, maintaining a very high standard of confidentiality.
Question papers for all examinations are objective type in which the examinee is
required to choose the right answer out of the four possible given alternatives and mark
his/her choice on the OMR Answer Sheets. The Answer Sheets are valued with the help of
OMR scanners. The entire valuation work is executed under the supervision of Central
Observers and Supervisors appointed from outside the Board.
Board is fully aware of its responsibility of declaring zero error results and also
making them available within the shortest possible time so that new educational sessions
get started every year in time. The results are prepared maintaining extreme security and
secrecy. After the results are declared and uploaded on the net, Board makes available
related data and other relevant information to the concerned departments for further
action.
At present, there is no automated system and dedicated server based secure
application software to perform examination processing work. All the recordkeeping and
process work is done on a Database Management System by executing short custom
patches and programmes written in FoxPro. The Computer section of the PEB, prepares the
application form and receive applications online through MPOnline (a Joint Venture of MP
Govt and TCS). After receiving application form records from MPOnline, Computer section
issues Test Admit Cards online for examination and process OMR Answer sheets for result
preparation.
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PEB has decided to automate entire process of conducting examinations which
includes Candidate Profiling, Registration, Online Application Submission directly on PEB
Portal and conducting Computer Based Exams.
2 About MAP_IT
Madhya Pradesh Agency for Promotion of Information Technology (MAP_IT) is an
agency under Department of Science and Technology, Govt. of MP formulated to serve as
nodal agency to propel the growth of Information Technology (IT) in Madhya Pradesh
especially in government departments/agencies and deliver citizen services through
electronic means.
MAP_IT has been entrusted to draft this RFP and conduct fair and transparent
bidding process to select Implementation Agency (IA). Representative of Professional
Examination Board (PEB) will lead the technical screening and evaluation process being
owner of Technical Evaluation Committee and Financial Evaluation Committee. After
conducting the bidding process, MAP_IT will submit technically qualified and financially
viable bidder's proposal before PEB to release work order and sign Service Agreement.
MAP_IT will also provide technical and project management support at the time of project
implementation by providing a dedicated team of consultants named as Project eMission
Team (PeMT) and by providing it's representation in high level project management
committees.
3
Time Schedule of various Tender related events
Item
Description
Bid calling Date
6th January 2015
Pre-bid Meeting Date, Time and Venue
15th January 2015 at 11:30 AM in Aryabhatt
Conference Hall, State IT Centre, Bhopal
Last Date and Time for Bid Submission
28th January 2015 upto 5:30 PM Online on
www.mpeproc.gov.in
Opening Date and time of PreQualification Bid
29th January 2015 at 11:30 AM in Aryabhatt
Conference Hall, State IT Centre, Bhopal
Opening Date of Technical Bids
Would be communicated to pre-qualified bidders
Commercial bid opening date and time
Would be communicated to technically qualified
Page 3
bidders
Tender Fee
Rs. 10,000 payable online on e-Tendering Portal
www.mpeproc.gov.in
Earnest Money Deposit (EMD)
Demand Draft or Bank Guarantee of Rs. 1.00 Crore
(One Crore) to be submitted offline before opening of
bid.
Bid Validity Period
180 days from the date of opening of bid.
EMD Validity Period
In case of Demand Draft 80 days and in case of Bank
Guarantee, 180 days from the date of Bid Submission
Performance Guarantee Value
Demand Draft or Bank Guarantee of 10% of Bid Value
or Rs. 10 crores which ever is higher, to be submitted
by successful bidder before signing the Agreement.
Performance Guarantee validity period
6 Months beyond the contract period
4 Project Objectives
The Core Objectives of the Project are:

To implement Computer Based Examination System in PEB.

To achieve better transparency and accountability in Examinations
5 RFP Structure
This RFP is meant to invite proposals from interested agencies capable of delivering
the services described herein. The content of this RFP has been documented in two Part I
and Part II. Part I describes scope of work, desired solution, standards & specifications as
well as other requirements (functional, operational and technical) of the project while Part
II comprises the Instruction to Bidder, SLA and General Terms and Conditional.
Page 4
Part I
Scope of Work
1 Scope of Services
After performing a transparent and fair process of selection, suitable agency shall be
identified and selected as Implementation Agencies (IA) for the project. The IA shall be
required to sign an agreement with PEB, in which all the terms and condition, project work,
timelines, roles and responsibilities, etc., as defined in this RFP, shall be included.
The selected bidder shall be responsible for providing entire solution that includes
(but not limited to) system study, supply of hardware, application software, customization,
installation, training, implementation, maintenance, etc. for conducting computer based
exams in PEB. Solution will be hosted in State Data Center and accessed using SWAN or
alternate ISP also. The selected bidder will also provide necessary support to configure local
network of PEB office with SWAN to access Application from SDC. Selected Bidder will also
maintain the application software for a period of 3 years after go-live. This term of 3 years is
extendable for 2 years more on mutual consent basis.
It shall be over all responsibility of IA to study the existing system and requirements
of PEB before bidding. Requirements mentioned in this RFP are indicative only and written
purely for the purpose of making the Bidders able to estimate its efforts and costs required
to achieve project objectives successfully. Therefore, selected bidder i.e. IA shall be required
to make a fresh assessment of PEB requirements after winning the bid, prepare FRS/SRS, get
it approved by PEB.
A high-level analysis of processes has already been performed and Functional
Requirements as envisaged for this project are described in this document. The IA needs to
Study these carefully and should consult with the PEB Officials whenever necessary to
obtain more details on the requirements of the project. It shall be the duty of IA to refine
functional requirements as needed during requirement gathering exercise. The IA shall
prepare FRS and other technical documents, for which the IA shall have a comprehensive
discussion with the PEB officials and other stakeholders to ensure that each of the
requirements mentioned in this RFP or identified during study is covered. After approval of
these documents by PEB, the IA will start Application Customization and Development.
As per analysis done by MAP_IT and PEB, the functional requirements are explained
in following sections:
Page 5
1.1 PREPARATION OF THE INCEPTION REPORT
The IA (Implementing Agency) needs to prepare and submit an Inception Report,
which will serve as the foundation document for all the activities related to the project.
Additionally, the Inception Report must cover the risks that IA anticipates and the plans they
propose towards Risk mitigation. Major roles and responsibilities for the project team along
with support arrangements that are expected from the PEB will be an essential part of the
inception report. IA will also describe about the Project Team with individual roles and
responsibilities in the Inception Report. The acceptance of the Inception Report by PEB is
necessary before proceeding to the next stage of the project.
1.2 PREPARATION OF DETAILED PROJECT PLAN
The Implementation Agency (IA) shall prepare an Integrated Project Plan for the
entire project that covers detailed tasks which are intended to be performed, as part of the
project. The Functional Requirements as envisaged for this project are described in this
document. The IA needs to Study these carefully and should consult with the PEB whenever
necessary to obtain more details on the requirements of the project. It shall be the duty of
IA to refine functional requirements as needed during requirement gathering exercise.
The IA shall conduct requirements gathering exercise and prepare a detailed FRS
document, for which the IA shall have a comprehensive discussion with the PEB officials and
other stakeholders to ensure that each of the requirements mentioned in this RFP or
identified during study is covered.
Activities conducted as part of this task will result in the project deliverable
“Functional Requirement Specifications” (FRS) document, which shall also detail the
requirements of the complete solution up to the last detail. FRS document shall comply with
the latest and most relevant IEEE standards.
1.3 DEFINITION & DESIGN
Having conducted a comprehensive analysis of the requirements for the Project, the
IA will prepare elaborated system architecture and design documents for the project. The
Architecture document will give the complete architecture of the proposed systems. The
corresponding architectures will also be identified for customization requirements.
In order to conduct Computer Based Exams in fair and transparent manner, IA will be
required to develop highly secured and robust Computer Based Exam software system,
which will essentially have Exam Application and Computer Based Exam Web Portal. These
applications will work in close integration of on other.
Page 6
The following documents including, but not limited to, will be submitted for a signoff of application architecture and development methodology:

Application Architecture with all relevant design patterns identified

Details of validation rules and constraints like Integrity Checks etc. to be applied.

Format of all input screens including data entry requirements.

Format of all reports that would be generated by the system.

Business logic used for all reports and functions.

Access control mechanisms, data security and audit trails to ensure that databases
are not tampered or modified by unauthorized users. The following guidelines need
to be observed for security:
 Build a complete audit trail of all transactions (add, update and delete) using
transaction log reports, so that errors in data, intentional or otherwise, can
be traced and reversed.
 The most appropriate level of security commensurate with the value to that
function for which it is deployed must be chosen
 Access Controls must be provided to ensure that the databases are not
tampered or modified by the system operators.
 Implement data security to allow for changes in technology and business
needs.
 Compliance of ISO 27000 security standards.



Hardware Deployment Architecture, Network Design, Security Architecture etc. for
the Project.
Plans for User Acceptance Tests and System Integration Tests including Stress Tests
and plans.
Detailed Project Implementation Plan, component-wise activity schedule, etc.
The Implementation Agency shall be entirely responsible for the architecture of the
system implemented to satisfy all features, functions and performance as described in this
document including sizing of the required hardware. System architecture description
provided in this document is for reference only. The Implementation Agency should ensure
all possible and required improvements.
Page 7
The application design will be such as to require the minimal installation, if at all, at
the user‘s end, besides the Internet Browser and will be able to support all common
browsers (like Internet explorer, Mozilla, Chrome etc.). IA shall also design the Frontend and
Backend portals for the Project.
User's involvement will also be ensured during finalization of user interfaces, the
mode of data entry, storage and retrieval, outputs reports, queries and the application
design as a whole.
1.4 ACCREDITATION OF EXAM CENTERS
IA will identify exam center infrastructure before bidding and accredit same after
ensuring necessary arrangement that exists as per standards defined in this RFP. In the
process of accreditation, the IA shall sign a MOU with exam center infrastructure service
provider and submit a copy of same to the PEB. Such MOU should clearly define that the
exam center infrastructure service provider will ensure availability of exam center on all the
dates as per schedule of Computer Based Exam for full day and comply all the standards set
for Exam Centres in this RFP. IA will also visit each of such accredited centers and plan to
ensure necessary updation to meet defined standards. Number of exam seats required in
various cities is defined in subsequent section of this RFP. Format of such MOU should be
approved by PEB before signing between IA and Exam Centre.
1.5 COMPUTER BASED EXAM APPLICATION CUSTOMIZATION
Computer Based Exam Application will be a set of following two software systems. IA
will be required to customize, develop and integrate these softwares in this phase.
1.5.1
Computer Based Exam Software
Computer Based Exam software would be a critical part of proposed solution by IA.
As per requirements of PEB mentioned in this RFP and identified by IA during system study,
IA will customize Exam Software.
1.5.2
Web Portal for Application Receiving
All the candidates and citizens will interact with PEB using this webportal. IA should
make all the provisions for Candidate Registration, Candidate Profiling, Application
Receiving for various examination of PEB and Online Payment services on the Portal.
1.6 SETTING-UP DATA CENTER
This phase will include:
Page 8

Computer Based Exam Application development/customization and testing in
production environment

Setting-up Data Center

Application integration, installation and configuration
This application will be accessible using back-office Web Portal by PEB and Exam
Centres using VPN while MP Online Kiosk and Candidates will access the application using
internet web portal. State Data Centre will also provide Disaster Recovery Centre facility for
the Application. DC and DR will work on Active-passive mode where DR will be at least 50%
replica of DC. RPO and RTO both should not be more than 24 Hrs.
The IA shall supply, install, configure and commission the co-located servers in State
Data Center and install system software for application deployment. In addition, the IA shall
draw out and provision the detailed specifications/requirements for the infrastructure that
needs to be used for hosting the application. The IA shall work with SDC team to understand
the SDC's pre-requisites for deployment of servers, database, application, etc. and provision
the IT infrastructure in such a way that it is acceptable to SDC and complies with the
standards prescribed for the State Data Centre.
IA shall provide a detailed report on Data Centre, DR, Networking, client side
hardware and software Setup which will include all the detailed specification of hardware,
before installation. Hardware sizing shall be done by IA but it should be complied with high
availability benchmarking and sufficient to meet SLAs. The Specifications must be futuristic
with at least a three years horizon to start with and recommended servers should be able to
accommodate any scaling up requirements necessitated in future. IA will be required to
explain hardware sizing methodology and provide assurance of making all the provisions
that enables the hardware to perform efficiently during peak load with justification. PEB in
consultation with MAP_IT's technical team shall study and approve it in context with
provision made in this RFP. After getting sign-off from Technical team, IA will begin
commissioning and installation work.
1.7 HELP DESK
IA will setup a Help Desk for PEB, which shall provide telephonic support to the
candidates and citizens for PEB Computer Based Exam System. The help desk will be setup
in the office PEB, for which PEB will provide adequate space. All the furniture, equipments,
telephone connectivity and other office material will be arranged by IA.
Page 9
1.8 DOCUMENTATION OF THE PROJECT
The IA will ensure that complete documentation of the project is provided with
comprehensive user manuals, and adhere to standard methodologies in software
development as per ISO standard and/or CMM models. The following documents are the
minimum requirements:
1. Test Plan Containing information on the software test environment to be used for
independent testing, the test cases to be performed, and the overall testing schedule.
This includes methodology, schedule, resources, tools, procedures, environment
definition, test cases, and software test results.
2. Operations Manual providing instructions for installing the application, troubleshooting,
interpreting message logs, and FAQs (Frequently Asked Questions).
3. User Manual (both online and paper copies) providing detailed instructions on how to
use the software. In addition, it shall describe how to access, submit inputs to, and
interpret outputs from the application.
4. Documentation of the Project activities, solution deployed, data digitized, trainings,
project monitoring indicators, SLA tracking system, etc.
5. A data dictionary listing out all the data elements will be prepared.
1.8.1
Web-based Monitoring and Evaluation Tool & SLA Monitoring Tools
Web-based Project Management Tools will be developed/customized, to help in
monitoring and measuring SLA provisions. These tools will be procured by IA in consultation
of technical team of PEB and MAP_IT. Services of this tool shall be made available to PEB. A
SLA monitoring team will also be constituted with representation of PEB and IA.
2 Project Timelines
The overall implementation of the Project is envisaged to be completed in 3 months.
Keeping in view of ready to deploy nature of Exam Application and limited functionality of
Application Receiving Portal, it is recommended to design, develop, test and implement the
application in one phase. All the activities related to setting up of Computer Based Exam
System, Helpdesk and Exam Center Accreditation will be conducted parallel to application
development/customization. Below timelines are mentioned for Implementation Agency to
perform various activities under given milestones. Time taken by PEB for evaluation and
approval of deliverables will be excluded from these timelines.
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S.N.
Milestone
Time for
Completion (in
weeks)
1
Submission of Project Inception Report
T+2
2
System Study and Submission Detailed Project Plan
T+4
3
Submission of copy of MOUs furnished with Exam Center
service providers having total capacity of 10000 seats.
T+6
4
Customization and Testing of Exam Application Software
T+8
5
Design, Development and Testing of Application Receiving
Portal
T+8
6
Supply, Installation and Configuration of Data Centre
Hardware and Software
T+8
7
User Acceptance Testing of Exam Application and Application
Receiving Portal
T +10
8
STQC and Security Certifications
T + 12
9
Setting –up Helpdesk Support Office with necessary
Equipments and Manpower.
T + 12
10
Field testing of Computer Based Exam Conducting and Final
Acceptance Testing
T + 12
11
System Go-live
T + 14
12
Conducting First Computer Based Exam
T + 20
“T”, as referred above is the date of signing of contract between selected IA and PEB
3 Stakeholders Analysis
The major stakeholders of this Project are as follows:
Stakeholder Group
Role
Computer Based The purpose Computer Based Test is not limited
to conduct fair and transparent exams but to
Exam Candidates
facilitate Candidates with technology so that
they can deliver their best during the Exam.
Thus Candidates are the prime stakeholders of
Level of Influence
High
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this project.
Professional
Examination Board
PEB is the agency entrusted to conduct various
entrance and recruitment exams in the state.
Thus the PEB is responsible of setting up of a
robust framework for Computer Based Exam
and conduct fair and transparent computer
based exam through the Implementation
Agency.
High
Government
Departments,
Agencies and
Educational
Institutions
Candidates selected through a fair and
Low
transparent methodology of Computer Based
Exam, will be recruited/admitted by various
government departments, agencies, institutions.
Thus the quality assessment under Computer
Based Exam will certainly reflect in the
performance of government departments and
agencies as well as result in the educational
institutions.
Implementation
Agency
Implementation Agency is responsible for
providing Computer Based Exam services for
PEB. Success of Computer Based Exam has
direct impact on deliverables of IA to PEB. Thus,
the IA is a critical stakeholder of this project
High
Exam Center
Infrastructure
Providers
Quality arrangements and facilitation provided
Medium
by Exam Center Infrastructure Providers would
certainly add value to the deliverables of IA and
record satisfaction of the prime stakeholders i.e.
Computer Based Exam candidates.
Citizens
Ultimate beneficiary of Computer Based Exam
are our citizens of MP because it will help in
getting most competent and efficient human
resources in the government system and this
efficiency will result in certain improvement of
citizen service delivery system.
Low
4 Project Management Arrangement
In order to effectively plan, implement, manage and sustain the project PEB will
provide necessary institutional arrangements. In order to manage, monitor, facilitate and
support IA in various activities during setting-up Computer Based Exam System, Project
Management Committee (PMC) will be constituted. All the key officials involved in exam
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conducting operations and data processing including Expert Consultants appointed by
MAP_IT, will be part of Project Management Committee.
5 Requirements for Conducting Computer Based Exams
Implementing Agency will provide support for conducting Computer Based Exam to
PEB. IA will setup a dedicated team to perform all the Computer Based Exam operations. To
conduct Computer Based Exam, IA will provide services of Exam Centers, exam-day duty
staff, Computer Based Exam Application, Question bank, etc. Following are the key
components for conducting Computer Based Exam for PEB:
5.1 HELP DESK SUPPORT
Satisfaction of our prime stakeholder i.e. the Exam Candidates is the key to success
of the project. Hence, a dedicated help desk will be setup by IA in PEB. The helpdesk initially
should have at least 4 Operators but over the time when number of calls will increase, the
IA will be required to increase number of help desk operator in consultation with PEB. All
the equipments (like computer, printer, EPBX, etc.) furniture, manpower, telephone
connectivity, office articles, etc. will be provided by IA as Help Desk Support. PEB will only
provide space, electricity and basic amenities to Helpdesk. Out of 4 helpdesk operator, one
would also act as supervisor for Help Desk unit. The help desk supervisor will report to
concerning authority of PEB for day to day help desk activities.
PEB want to ensure that each caller essentially get response within 3 minutes after
getting connected with helpdesk. If number of calls increase to an extent where it is not
possible of helpdesk operators to respond in 3 minutes, PEB will ask IA to increase number
of help desk operators. On request of PEB, IA will depute additional operators and enhance
hardware, software and office articles accordingly. PEB will pay the cost of helpdesk support
on per seat basis, for which IA will quote the price separately in the price bid.
IA will provide necessary training and handholding to Helpdesk operators, so that
they can respond effectively on the queries of callers. IA will also provide a comprehensive
helpdesk support application to record grievances forward to IA or PEB for redressal. To
address queries of the callers effectively, the software should have provision for searching
and retrieval of information from Web Portal and backend interface of Exam Application.
Apart from this, a structured and comprehensive set of FAQs and dynamic datasets relevant
for candidates, will also be provided to Help Desk Operators through Help Desk Application.
The application should also maintain log of each call received to helpdesk and provide
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analytical reports to determine occupancy of Call Center Operator. Such reports will also
help PEB to decide on requirement of additional operators.
5.2 WEB PORTAL SERVICES
A comprehensive Application Receiving web portal will be developed to connect
Exam candidate with PEB for all the services. The portal will allow all the candidates to
register, apply, make payment, download test admit cards, etc. Thus the quality and a
comprehensive set of features will facilitate the candidates substantially. IA will be required
to consolidate all the expectations of stakeholders and develop a robust framework
Application Receiving portal. This framework will first be approved by PEB, than the portal
designing, development, content aggregation, etc. activities will be performed by IA.
The Portal should be developed on a robust content management framework having
comprehensive set of security, compatibility and scalability features. Following are the key
components (but not limited to) of the Application receiving portal:
5.2.1
Exam Detail, Manual, Syllabus, References, etc.
Web portal will provide detailed information of PEB Exams. This will include
Computer Based Exam framework, Syllabus, References, exam manual, eligibility,
procedures, etc. These static pages should be designed beautifully and user friendly
manner.
5.2.2
Exam Notice Publication
PEB will provide all the detail of up-coming exams, schedules, rules, eligibility
clauses, procedures, etc. IA will be required to publish same on the web-portal in user
friendly and structured manner. Eligibility criteria for all the exams should be recorded in
structured format, so that the candidates can browse through various exams as per their
qualification or eligibility credentials.
5.2.3
Candidate Registration and Online Payment
In order to appear in Exam, candidates will be required to register themselves on the
portal. Hence, the Portal should provide a dedicated section for candidate registration.
System should provide necessary integration interface for payment gateway service.
Selection of Payment Gateway service provider will be done by IA in consultation of PEB. All
fee collected from students online will be deposited in the bank account of PEB. IA will be
responsible to integrate selected payment gateway with the portal. PEB will publish exam
notices online on the web portal, where candidates will be able obtain all the exam detail
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submit their application online along with electronic payment. In order to achieve this
ability, system should have following modules and features:
5.2.3.1 Candidate Registration
Candidates will provide their basic detail like personal detail, Aadhar number,
educational qualification, experience, area of interest, etc. to register themselves get
regular updates and apply online for exams. Candidate registration will also create profile of
candidate on the portal, so that for next exam if any, candidates do not have to upload their
credential and detail again. During registration, the system should also verify mobile
number by sending one time password and candidate Aadhar number from SRDH interface.
Login detail should only be provided on email to the candidates. Only registered candidates
will be able to apply for PEB Exams after making online payment. After registration,
candidates will be able to log-in into the portal and apply for scheduled exams, see the
status of their applications, get notices and intimations from PEB and respond, update their
profile contents, etc.
5.2.3.2 Application Receiving
Applications will be received online from the candidates. Only registered candidates
will be able to apply for exams. Following are requirements for Application Receiving
module:
1. The system should have provision for designing online application submission form by
adding or removing form fields along with necessary validations.
2. The system should have provision for defining field sets for various kind of exams. The
system should also have predefined web form templates that can be applied on web
forms.
3. Once the form fields are defined and web form template selected, the system should
render web based application form for testing.
4. The system should have provision for automated publication of web form on the Web
Portal after successful testing.
5. Web form designing process should be menu driven, so that PEB employees having
technical abilities, can also design it on the basis of rules sets defined for the exam.
6. In case of some specific requirement that cannot be configured through menus and field
properties, the system should also have provision for bespoke development.
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7. Online Application form fields should be linked with student/candidate profiles, so that
the fields can be auto-filled for registered students.
8. System should provide necessary integration interface for payment gateway service.
Selection of Payment Gateway service provider will be done by PEB separately. IA will be
responsible to integrate selected payment gateway with the portal. Application
submission process will be completed only after making the exam fee payment
successfully.
9. Once, the online application form filled and submitted by the candidate, the system
should generate a PDF document of the form. Candidates may be required to print this
form and submit at nearest registered office for submission of biometric detail.
10. Immediately after application submission, the system should automatically create hash
value of application form content and store it in secured repository with time stamping.
11. System should also maintain logs for each alteration after first submission of application.
5.2.3.3 MP Online Interface
Considering the fact that all the candidates may not have access to internet/web
portal or may not have facility for making electronic payment, system should provide a
dedicated interface for CSC/MPOnline Kiosks. There are more than 5000 MPOnline Kiosks
available in MP which are easily reachable to the candidates. These kiosks are successfully
providing online application submission related services since last many years. This potential
of MPOnline Kiosks should be utilized in this project. Hence, the system should have a
dedicated interface for MP Online Kiosks where kiosk operator can submit online
application form on behalf of candidates and make the payment using MP Online e-Wallet.
Detail of MP Online Kiosk will be obtained from MP Online to develop login interface for the
kiosk operators. System may also obtain authentication from MP Online Portal where kiosk
operator will be able to access the system using a dedicated link available on MP Online
Portal. IA will be required to discuss with MP Online technical experts to device most
appropriate solution for MP Online Kiosk integration and payment using MP Online eWallet. PEB and MAP_IT will provide necessary support to IA in this regard.
5.2.4
Concurrent Updates
System should provide concurrent updates to all the registered candidates with
respect to various exams, notices, publications, test admit card generation, result
declaration, etc. These updates will be provided on email and SMS after necessary
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consultation/approval with PEB. SMS Gateway services will be arranged by IA at its own
cost.
5.2.5
Grievance Handling
The portal should record queries or complaints on Exam arrangements, services,
exam centers, etc. online from the registered candidates. PEB officials will respond on such
queries and complaints in time limits. Grievance handling system should work on ticketing
mechanism, where for each valid query or complaint, a ticket will be raised and reference
number will be given to the candidates. There should be fixed time and escalation
mechanism for different categories of complaints and queries. All the tickets should be
recorded as closed in time limit fixed for same. The grievance handling system should work
in closed integration with help desk support system and same system should be used for
handling complaints and queries recorded from help desk call centre.
5.2.6
Mock Test
The portal should provide Mock Test facility for the registered candidates, so that
they can understand Computer Based Exam pattern, exam screen interfaces, typing test
interface, etc. This will also enable them to prepare strategy for taking computer based
exam. Mock Test interface should be exactly same as the candidates would see in exam
centres. Before beginning the mock test, the candidates should be provided dummy Hall
Ticket Number to log in the mock test interface. At the end of test, a dummy score card
should be also be shown to the candidates. This will allow them to have end to end feeling
of taking Computer Based Exam. There should be no limit or number of attempt for mock
test. A candidate may appear in mock test as many as number of time he/she wants to.
Thus, the purpose of mock test is to make the candidates familiar with actual exam interface
that they are going to see in exam centers and remove fear of unknown which new
candidates might have before taking Computer Based Exam.
5.2.7
Feedback Collection
The Portal should have very user friendly interface for collection of feedbacks,
especially for the candidates who have appeared once in the Exam. The feedback may be
collected under various categories like Portal Services, Exam Centers, Computer Based
Exam, exam patterns, etc. IA should make provision for taking each and every feedback in to
account. The feedbacks will directly be accessible for PEB to take corrective actions.
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5.2.8
Mobile Compatibility
The portal should be compatible to be viewed on smart phones in user friendly
manner. Candidates should be able to avail all the portal services except Mock Test, on their
smart phones. Compatibility with Smartphones does not simply means that the portal will
be opened on mobile web browser. It should be designed specifically for mobile viewing
using responsive themes.
5.3 COMPUTER BASED EXAM SOFTWARE
Exam software will be at core of Computer Based Exam System, which will be work
on distributed architecture. Exam software will be loaded on central server and will get
connected with Exam Center Servers (Laptop Servers) before 1 or 2 hours of exams to
download all the detail required to conduct exam in exam center offline. Once the details
are downloaded, Exam Center Server will conduct exam on Local Area Network of exam
center.
5.3.1
Exam Center Software
1. Exam Center software should have capability conducting exam without having real time
connectivity with central server.
2. Exam Center Software should have seamless integration with central server.
3. The examination software should provide real time audit report of candidates while
taking the examination. This is mandatory to tackle candidate complaint, if any, during
the course of examination.
4. The examination software should be capable of generating attendance (present &
absent). Additionally, the software should allow marking the attendance manually.
5. The software should be capable of providing detailed analytics for various examination
activities.
6. The examination software should have the capability of real time syncing the candidate
response with the local examination server. At any point during the examination, no
candidate data including response should be available on the candidate machine.
7. The software should be able to create various reports without manual intervention. The
module should have report formats like Score report, Section-wise score report, Data
Report, Response Report, Absentees Report, Feedback Report, Attendance Report,
Question Paper Report, RTI Report, Drive Summary Report, Incident Register, Drive
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Manager Audit Report, Candidate Question Paper PDF, Group-wise score report,
Observer Feedback Report, Result Validation Report.
8. The examination software should have the capability of transferring the encrypted
question bank to the exam center via Data Center / Pen Drive.
9. The examination software should support various Question types e.g Multiple Choice,
Multiple Select, Short Answer, Comprehension, Linked Answer, and Subjective.
10. The examination software must support Question bank approach for the examination
11. The examination software should have the candidate result uploaded to Data Center in
encrypted format.
5.3.2
Candidate Interface
1. The software should be capable of hard closing the running applications and disabling all
the USB ports along with the keyboard on the candidate machine.
2. The solution should have multi lingual capability. The examination software should be
capable of supporting question paper in Hindi and English both.
3. The examination software should have been designed keeping color blind candidates in
mind.
4. The candidate should be able to view Instruction Sheet and Profile Information at any
given point during the course of examination.
5. The candidate should be able to view Question Paper summary during the course of
examination e.g answered, not answered questions.
6. The examination software should ask for candidate concurrence on hardware provided
to him before the start of exam. Without this, the exam should not start.
7. The examination software should have Zoom capability. The software should be capable
of providing zoom to specific candidates, if required.
8. The candidate photo should appear on the examination console throughout the
examination for invigilators to verify.
9. The candidate roll no and photograph should be displayed on every system even before
the candidate enters the examination room. This would help candidate in locating their
seats. Also, it would ensure that no two candidates exchange seats.
10. Calculator feature should be available for the candidates with provision disabling same
from central server.
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11. The candidate should be given time to go through the instructions before the start of
exam. During this time, the software should strictly restrict candidates from starting the
exam.
12. The examination software must provide the option of capturing detailed feedback by
candidates and observers. This would help in identifying the pros and cons of computer
based examination.
5.3.3
Exam Monitoring Tool
IA should provide a monitoring tool which should provide update on pre, during and
post examination activities to PEB.
1. This monitoring tool should be in sync with almost real time examination process
happening at the test centers.
2. The monitoring tool should display the number of mapped candidates, present / absent
candidates at very test center.
3. The monitoring tool should provide a track of candidate registration at every test center.
4. The monitoring tool should clearly indicate that for how many candidates, login screen
(displaying Roll no and Candidate photograph) has already been opened by the
invigilator.
5. The monitoring tool must indicate the number of candidate for whom the examination
has got delayed.
6. The monitoring tool must provide the number of incidents registered e.g Candidate
Locking, Candidate change in seat at every test center.
7. The monitoring tool must display the number of candidates who have been allotted
extra time. This would help in keeping a track on differently abled candidates.
8. The monitoring tool must keep a track on the number of candidates and observers who
have submitted their feedback on the end to end computer based examination process.
9. The monitoring tool should be capable of proving a complete dashboard. All the reports
should be downloadable in prescribed format i.e Excel / PDF formats.
5.3.4
Exam Centers
IA will be required to accredit agencies/institutions, who have exam center
infrastructure as per the standards mentioned below in this RFP. IA will provide detail of
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such exam centers and certify that accredited exam centers comply with the standards
defined below in this document. Initially IA will have to provision for 10,000 CBT exam seats
with additional 10 % seats for failover situation at divisional headquarter. Bidders will be
required to submit an undertaking along with Bid of having 10,000 + 10% additional seats
identified along with list of institutions, their seating capacity and location. Following are the
standards defined for exam centers to conduct Computer Based Exam:
5.3.4.1 Infrastructure
1. Each exam center facility i.e. Building must have at least 100 fully furnished seats along
with basic amenities as defined below in this section.
2. An exam center may have multiple exam halls but each of such halls should not have
more than 200 seats. The area of the examination halls should be such as to provide
minimum 20 Sq. Ft. Space Per candidate appearing for the exam.
3. There should be proper partition between two adjoining seats distracting visibility of
terminal screen of the candidate seating aside.
4. Exam center should be located within 5 kilo meters of the municipal boundaries of
respective city.
5. Exam Centers should have covered space for setting of adequate number of Identity and
document verification counters. For convenience of candidates and complete
verification work in 30 minutes, one counter is required to serve 30 to 50 candidates.
Thus, if an exam center has capacity of 500 seats, around 10 to 13 verification counters
will be required to serve the candidates. Therefore, the exam center should have
adequate covered to setup verification counters as per number of exam seats at the
entry point of the building and exam area.
6. Exam Centers should have power backup facility in form of Power Generators and UPS
connected to all the Exam Terminals with 10 Minute backup. In case UPS is not available
for all the terminals, the exam should be conducted only on Generator Power.
7. Exam Center should have proper arrangement for accessibility by differently abled
candidates.
5.3.4.2 Exam Terminals, Servers and Network
1. Exam terminal will be desktop computers having Intel Duel Core (or AMD equivalent)
Process with 2 GB RAM or better. This is bare minimum configuration but IA should
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decide the configuration of desktops as per exam application requirement. But the exam
interface should be running smoothly for candidates.
2. Terminal screens should at least 15 inch TFT Panel or 17 inch CRT Monitors.
3. All the exam terminals should be connected to fully working Local Area Network with
static IP addresses.
4. Internet Connectivity should not be available with exam terminals to be used by
candidates.
5. At Exam Center level, high end Laptops should be used and exam center server. This is
primarily because Laptops have battery backup facility and can be transported easily.
Following conditions for the Laptops to be used as exam server, are applicable:
a. IA should have self-owned Laptop Servers (primary and backup) for the purpose
of conducting examination.
b. There must be a backup laptop server for every primary server with same
configuration as the primary examination server.
c. Time hardening of examination servers must be done so that no one can change
the server time.
d. Asset ID (as per inhouse inventory record) and MAC address of such Laptop
servers should be submitted to PEB before using them.
e. Laptops being used as Computer Based Exam Center Server, should not be used
for any other purpose.
f. Each activity performed on Laptop Servers should be recorded in log and such log
detail should be uploaded on central immediately after conducting exam. If any
infirmity or unauthorized activity found in the log of any Laptop Server, an alert
should be generated to Computer Based Exam Control Center and PEB. In
response of same, immediate enquiry should be conducted.
g. Laptop servers should not allow installation of any other software except
authorized by IA. List of such authorized software should be provided to PEB.
5.3.4.3 Basic Amenities
1. Exam Center should have adequate number of separate Toilets for girls and boys and
safe drinking water facility.
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2. Exam Centers should have open space in the premises for parking of vehicles.
3. Exam Centers should have arrangements for proper light, cooling and air ventilation.
Quality of such arrangements should be at par of satisfaction level of the candidates.
4. The chairs provided should be push back with adjustable height, proper cushion and
should be in a good condition.
5.3.4.4 Surveillance System
1. All the exam halls should have CCTV surveillance cameras installed in a way that
activities each candidate is captured.
2. At least 2 CCTV cameras should be installed diagonally in an exam center having seating
capacity of 50 Candidates. After that 1 additional CCTV Camera will be required for each
additional 50 Candidates.
3. CCTV camera feeds should be stored locally on the central server at atleast 10 FPS and
1080 P Resolution.
4. CCTV camera should record Exam Center activities from 30 minute before to 30 minutes
after the examination.
5. IA will be required to store CCTV camera feeds with necessary metadata to data center
server for all the Computer Based Exam within 24 hours after the examination.
6. CCTV Camera feeds will be stored for the exams conducted in last 6 months.
5.3.4.5 Candidate Facilitation
1. Exam Centers should have direction signage, verification instructions, exam hall
reference codes, seat numbers, etc. properly displayed at appropriate locations.
2. Exam center should be clear and proper dusting of exam terminal should be performed
before examination.
3. The examination center should provide rough pads, eraser, one pencil and sharpener for
candidate use during the exam.
4. If exam center is located outside the city area or any odd location in the city where there
is no local conveyance facility available, the exam center should provide conveyance
facility to candidates on chargeable basis. IA should communicate about this facility to
all the concerned candidates by email and SMS. Mobile number of conveyance facility
provider should also be communicated to the candidates.
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5. Exam centers should have facility to keep Candidate’s electronic gadgets like Mobile etc.
6. Proctor/TCA room should be separate from the testing room.
5.3.4.6 Exam Center Seating Capacity Requirement
PEB conducts exam in various cities of MP. Indicative requirement of seats in various
cities of MP is given below. This requirement is minimum and may be changed any time as
per applications receive from candidates under different PEB examination. IA should
provision for additional 15000 seats apart from these minimum 10,000 seats.
Sr.
No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
5.3.5
Cities of MP
Bhopal
Chhindwara
Gwalior
Hoshangabad
Indore
Jabalpur
Jhabua
Khargone
Morena
Ratlam
Rewa
Sagar
Satna
Shahdol
Singrauli
Ujjain
Balaghat
Dhar
Khandwa
Shivpuri
Guna
Mandsaur
Required Seating Capacity in
Accredited Exam Centres
1500
250
1000
250
1000
1000
250
250
250
250
500
500
250
250
250
500
250
250
250
250
500
250
Exam day Manpower Support
1. IA will provide required number of staff and equipments for identity/document
verification and capturing biometric detail of candidates.
2. IA will provide services of Invigilators during exam. At least one invigilator should be put
on duty for 50 Candidates.
3. On every 200 candidates, one technical person should be appointed in the role of
invigilator for troubleshooting on exam terminals.
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4. At the entry point of the exam area, adequate number of male and female security
personal should be appointed to control the mob and facilitate candidates during
identity verification.
5. Each exam center should have one Invigilation Supervisor. If candidates are more than
500 for a center, there should an additional supervisor for each additional 500
Candidates.
6. For each local laptop server in the exam center, one technical person should be
appointed. Out of these technical persons, at least 1 technical person should a regular
on-roll (Not contractual) employee of IA on supervisory role.
6 Computer Based Exam Conducting Process
Candidates will register themselves first on the portal and make online payment to
apply for the next exams scheduled by PEB, with choice of preferable or desired city to
appear in exam. IA will have all the records of possible occupancy in different Exam Centres.
On the basis this detail, IA will mobilize the resources and ensure all the respective exam
centres are prepared as per standards to conduct the examination. PEB will also provide
necessary instructions, guidelines and facilitations to IA for better coordination and
compliances. Following are the activities (not limited to) to conduct Computer Based Exam.
IA will provide 4 Desktop Computers in PEB head office for candidates to practice for
Computer Based Exam on Mock Test Facility of Website.
6.1 EXAM CENTER PREPARATION
Following activities will be taken-up by IA for Exam Center preparation:
1. Coordinate with Exam Centres for necessary preparation
2. Make quick inspections to track readiness in association with representative of PEB
3. Provide manpower to exam centers for desktop sanitization, network testing, security
audit, checking of sitting arrangement, basic amenities, physical security, identity
verification setup, etc. as per predefined standards and provide Exam Centre Readiness
Certificate.
4. Setup Exam Server Drive, test same and certify online 1 day before exam.
5. Setup CCTV surveillance camera in exam hall in a way that activities each candidate is
captured and connect CCTV cameras with exam center server for recording.
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6. Feeding of detail of Examiners, Invigilators, Observers and other staff appointed by IA
and PEB for each Exam Center and preparation of duty roster, roles and responsibilities
and reporting structure.
7. Mock drill of Online Exam in front of PEB Observers in each test center before exam.
8. Submission of Exam Center readiness declaration.
6.2 QUESTION PAPER UPLOADING FOR FIXED QUESTION EXAM
PEB is developing a comprehensive and robust question bank which will be made
connected to the Computer Based Exam application. By the time the question bank is
prepared or PEB finds it appropriate, fixed question based exams will be conducted. In fixed
question based exam, a set of questions will be prepared by PEB and submitted in exam
engine software in encrypted manner. Following will be the activities of IA in this regard:
1. IA will provide Question Authoring Tool (QAT) that can be shared online using secured
channel and MCQs can be authored remotely or locally.
2. QAT should have provision to export PKI encrypted question set to be uploaded in Exam
Application.
3. Exam Software should have provision for decrypting PKI encrypted question sets before
1 day or few hours to exam using digital signatures of PEB.
4. Exam Software should also have provision for integration with question bank. IA will
provide necessary support for importing the question bank in the exam software.
6.3 EXAM CONDUCT & SUPPORT
Entire responsibility of conducting exam at identified exam centers, will remain with
IA. IA will plan, arrange and manage all the required resources on the day of examination at
all the exam centers. Following are the activities but not limited to, for IA to perform for
conduct of examination:
1. Provide comprehensive telephonic help desk support for candidates before and during
examination.
2. Provide manpower and security personal to control candidate mob on exam day.
3. Huge number of candidates will participate in Exam from neighbouring cities or districts.
Such candidates may not be aware of Exam Center location in the city or in the premises
itself. Hence, IA will be required to prepare and display instructions, directions, signage,
etc. on exam center to facilitate candidates.
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4. Provide manpower at each exam center to validate candidate identity and eligibility
credentials as per guidelines provided by PEB. Multiple counters should be setup as per
Exam Centre standards and number of students appearing in the respective examination
center.
5. After Successful verification, Hall Ticket shall be generated along with randomly
generated terminal ID and password for each candidate.
6. 10% of exam terminals shall be kept reserve/vacate randomly to deal with failover
situation.
7. Candidate with valid hall ticket shall only be allowed into exam hall and exam center
staff should assist all the Candidate to locate Exam Terminal (Computer)
8. IA will arrange frisking of candidates at examination center to disallow any electronic
gadgets, pen, paper (other than admit card), bag, purse (Except wallet) etc. as per the
defined standards.
9. Provide services of invigilators in exam centers as per defined norms. Deployment of
invigilators in different halls of exam center should be done by system application on
random basis.
10. System will perform downloading of encrypted question sets in exam center servers
before 30 minutes of exam only.
11. Candidate will enter his/her hall ticket number on the terminal for login.
12. Exam will start at right time as configured on Examination Central Server. Candidate will
not be able to start exam before that.
13. Invigilators will also prepare attendance sheet including terminal no. and signing by each
candidate appeared in exam.
14. Recording CCTV Camera output in the Exam Center Server or Central Server as per
availability of bandwidth.
15. Exam automatically stops after elapsing pre-defined time on the candidate's exam
terminal.
16. Final response of the candidates will automatically get uploaded into the central server
in encrypted form.
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17. Each and every activity of candidates will be monitored and create detailed log legally
defendable manner as necessary to fulfil legal requirements (especially to respond RTI
Queries) if arise in future.
18. Final exam report will generated for each center and Center Observer(s) will submit this
report with his observations/comments to PEB and Computer Based Exam Control
Centre.
19. Candidate response will be uploaded on central server along with log detail and CCTV
recording. If bandwidth is not adequate, the CCTV feeds will be exported in USB Drive
and submitted in Computer Based Exam Control center for uploading into central server.
6.4 POST EXAM ACTIVITIES
After conducting the exam and uploading the candidate responses successfully from
all the examination centers, IA will ensure that candidate responses are stored safely more
than one data centers in encrypted manner and hash value of the response of each
candidate is stored in safe repository located in State Data Center safely. Apart from this IA
will also ensure that audit trail and logs are properly maintained at different levels. The IA
will be required to submit a certificate in this regard to PEB within 24 hours of exam
completion. Following are the post exam activities after providing certificate to PEB:
1. If exams are conducted on fixed question pattern, IA with decryption the Answer key (as
uploaded on Examination Server along with question paper) using private key of
appropriate authority of PEB.
2. IA will submit Candidate Biometric Detail and CCTV Camera Feeds to PEB and obtain
written receipt of same.
3. After obtaining written approval from PEB and instruction for publication of result, IA
will publish the result on Web Portal.
4. Results in PDF format will be also sent to candidates on their registered email address.
5. SMS alerts on result publication will also be sent to candidate's mobile number and
candidates will have option to obtain result using pull SMS facility provided into to
system. IA will make necessary provision into the system for same.
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7 Handling of RTI Queries and Court Cases
IA will be responsible to handle all the RTI Queries and Court Cases related to
Computer Based Exam on it's own cost and resources. PEB will not pay any cost to respond
RTI Queries or Court Cases. IA should carefully the read RTI Act provisions and ensure timely
response to RTI Queries filed by citizens/candidates. IA will also be liable to pay all the
penalties caused under RTI Act due to delayed response or anything else.
In the event of receiving RTI Queries, PEB will forward same to IA with a covering
letter within 3 days of receiving same. IA will prepare response and consult PEB, if required.
IA will submit final response to PEB with signature of IA representative (preferably Project
Manager) in hard and soft copies. PEB will finally respond to RTI applicant. PEB will review
the status of RTI Queries available with IA periodically.
In case of any court case filed against PEB on Computer Based Exam conducting
system or legitimacy of assessment technology, IA will represent PEB in the court of law at
it’s own cost. It will not only be a duty but a contractual obligation also for IA to protect
Computer Based Exam Conducting System in the Court of Law. Failure of same would be
seen as breach of trust and assurance provided by IA on technology solution. In such case,
PEB will proceed for imposing penalties on IA and recover cost arising out of liquidation of
damage from IA.
8 Business Guarantee
Since Computer Based Exam are being conducted first time, there are no past trends
available to estimate future demand but it is estimated that around Computer Based Exams
will be conducted by PEB for 2 Lakh Candidates in First year, 7 Lakh Candidates in second
year and 11 Lakh Candidates in Third Year. In order to cover the risk of IA, PEB guarantees to
reimburse 50% of the value quoted by IA (excluding taxes) of maximum 6 Lakhs Computer
Based Exams/ Candidate to be conducted in a period of 3 years after Go Live. Number of
Computer Based Exams also depends on the quality of assessment and trust created by IA
among PEB and other stakeholders over the time. Thus, the service quality and prompt
response by IA will certainly reflect in increased number of computer based exam far above
minimum guaranteed business.
To clarify further, this clause of Business Guarantee would be applicable only if
during the stated period of 3 years after Go-Live, the Computer Based Exams/ Candidate
remains below 6 lakhs. The 50% amount of only differential candidates/ exams shall be
payable that falls short of minimum guarantee mark of 6 lakhs as stated above. Further, if
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the candidates/ exams cross the minimum guarantee mark of 6 lakhs during the stated
period, this clause would not be applicable.
It is expressly clarified that minimum guarantee amount, as per aforesaid clauses is
not payable, if the minimum guarantee mark could not be reached due to the nonperformance of the system for the reasons attributable to the IA.
9 Software Testing and Quality Assurance Requirements
1. All recommend levels of testing shall be conducted at appropriate sites. Testing must
demonstrate that the new system:
a. Satisfy the technical performance requirements and system functional requirements.
b. Perform according to detailed functional requirements
c. Meet the basic system concepts
d. Satisfy the operational and technical performance criteria
e. Provide right information to each user group or provide the efficient system
navigation to process various queries or process transactions
2. The Implementation Agency must undertake the following:
a. Outline the methodology that will be used for testing the system
b. Define the various levels or types of testing that will be performed for system
c. Provide necessary checklist/documentation that will be required for testing the
system
d. Describe any technique that will be used for testing the system
e. Describe how the testing methodology will confirm to requirements of each of the
functionalities.
f. Indicate how one will demonstrate to PEB that all applications installed in the system
have been tested
Competent Authority from PEB shall issue installation completion certificate to IA
after successful installation.
9.1 OPERATIONAL ACCEPTANCE TEST
1. Functionality: Test that the functional requirements specified for the system are actually
met. All functions must be tested when user provides inputs with correct and incorrect
inputs and testing of formats:
2. Unit Test: Each module or component should be fully tested independently before
integration.
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3. System Test:
a.
All specified functionality should be tested. This testing verifies the program's
functionality and performance with respect to the requirements for the software.
b. All system functions, including those that are accessed through menus, should be
tested
4. Security-Attempt to break the password, Time-out facility on dormant menu/screen etc.
shall be tested."
5. Stress Test: Finding errors that will show themselves under certain combinations of
events or data values. Heavy repeating of certain actions or inputs
6. Reliability Testing: Testing the system for prolonged use at varying levels, or, possibly,
constant value at peak level
7. Performance Testing: Testing to probe the system against prescribed timing should be
tested.
8. Audit Trail: Tracking critical transactions and Logging all critical errors should be tested.
9. Multi-User Capability: Test that the application system can support several users,
sessions and prescribed load.
10. Volume Test: Test to submit the system to large volumes of data
11. System Integration Test: System would be tested with respect to integration, testing all
the integration requirements between various modules and sub-modules
12. Graphical User Interface (GUI) Test: The system will be tested for GUI which will include,
but will not be limited to, Menus, Message Boxes, Keyboard Interface, Cursor
Management, Visual Design, etc.
13. User Acceptance Tests (UAT): PEB will form different user groups which shall be headed
by a competent officer appointed by PEB for the UAT. These user groups would test the
application for the functionality, reliability and all other related tests. Once the users are
completely satisfied with the application, Implementation Agency should take a formal
sign off from the competent officer appointed by PEB for acceptance of each module.
Based on the sign off and user feedback, PEB would issue UAT certification to the
Implementation Agency for that particular module/ sub-module.
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9.2 TEST DOCUMENTATION
Test procedures, test data, and test results should be documented in a manner
permitting objective pass/fail decisions to be reached. They should also be suitable for
review and objective decision making subsequent to running the test, and they should be
suitable for use in any subsequent regression testing. Errors detected during testing should
be logged, classified, reviewed, and resolved prior to release of the software. Test reports
should comply with the requirements of the corresponding test plans.
The acceptance tests must demonstrate that the Implementation Agency has met
each and every requirement specified within the RFP and contract and has delivered an
effective operational system
10 Complete System Acceptance
At the end of the system acceptance period, PEB will acknowledge complete system
acceptance in writing to the IA upon completion of the following:
1. Sign off from the competent authority of PEB after completion of project activities like
installation of hardware, software, training, etc.
2. All required activities as defined in the bid document including all changes agreed by PEB
are delivered by the Implementation Agency and accepted by PEB.
3. All required system functionality and documentation as defined in the bid document
including all changes agreed by PEB and delivered by the Implementation Agency and
accepted by PEB.
4. All required documentation as defined in this bid document including all changes agreed
by PEB and delivered by the Implementation Agency and accepted by PEB.
5. All identified shortcomings/defects in the systems have been addressed to complete
satisfaction of PEB.
6. Certification by a third party testing agency if appointed by PEB.
In order to accept the system, PEB (Project Management Committee) must be
satisfied that all of the work has been completed and delivered with complete satisfaction
and that all aspects of the system perform acceptably.
The functional/logical acceptance of the system will only be certified when the
proposed system is installed and configured according to the design and that all the detailed
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procedures of operating them have been carried out by the Implementation Agency in the
presence of PEB Staff.
11 Audit & Certification
PEB will undertake an exercise of Audit and Certification of the system through
STQC, as soon as the IA declares the completion of system implementation. Third party
certification is also required for application/web portal hosting in State Data Centre. The
following methodology will be adopted by the IA:
1. PEB shall nominate STQC for conducting audit and certification, upon intimation by the
IA that the system implementation is complete. PEB will bear the cost of STQC
certification and payment will directly be made to STQC by PEB.
2. The system shall also be audited through a CERT-in enrolled agency for security audit.
This security audit is essential for application hosting in State Data Centre. Cost of
security audit will born by IA.
3. The agencies nominated by PEB shall establish appropriate processes for notifying the IA
of any deviations from the norms, standards or guidelines at the earliest instance, after
noticing the same, to enable the IA to take corrective action.
4. IA shall extend all support to PEB nominated Third Party Audit Agency (TPAA) for all the
activities related to audit and certification.
5. All changes suggested by the audit agency shall be implemented by the IA upon
acceptance and approval by the PEB.
6. Third Party Auditor will issue certificate and on the basis of the same, PEB will issue
completion certificate to IA.
12 Management Support Services
The IA shall adopt an integrated service model for providing Management Support
Services. The IA shall be responsible for end to end provision of management support
services including planning, delivery and execution of services during the contract period of
3 years from Go-live. This 3 years contract term will be extendable for further 2 years on
similar terms and conditions and on mutual consent of PEB and IA. The IA shall deploy the
required resources and is responsible for:
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1. Application maintenance and support services for the solution to meet the desired
service levels
2. Operations and maintenance services for the server and related infrastructure supplied
and commissioned by the IA for the application at the Data Centres.
3. Training & Change Management
4. SLA Monitoring and Management Services
13 Service Improvement
After go-live (during O&M phase), if PEB wants any modification/change in any
feature, interface, function, etc. of the application software, it will raise Change Request in
the format as prescribed by IA. It will be the duty of IA of to make changes in application
software. These changes will mostly be based on the feedbacks received from Candidates
and other stakeholders. Overall objective of such changes will be to improve quality the
Computer Based Exam services and to achieve better control over the system.
14 SLA Management Tool(s)
IA shall supply, install and configure SLA management and monitoring tool for the
Project. The SLA Management Tool will work under direct and exclusive control of PEB. This
SLA Management tool should have following features:
1. SLA management tool should be able to monitor the all the service levels defined in the
service level agreement.
2. The proposed solution should provide comprehensive and end-to-end management of
all the components for each service.
3. The proposed SLA management tools should automatically document problems and
interruptions for services and provide the consolidated violations as per the SLA.
4. The Tool should allow changing the parameters of the measurement and should allow
adding new SLAs on need basis.
5. SLA management tool should enable the PEB to have a unified view of the entire system
SLA at single console.
6. The proposed solution should provide the following performance reports.
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a.
Executive Summary report that gives an overall view of a group of elements,
showing volume and other important metrics for the technology being viewed.
b.
Capacity Planning report which provides a view of under-and-over-utilized
elements.
c.
Service Level report that shows the elements with the worst availability and worst
response time-the two leading metrics used to monitor SLAs.
d.
The proposed system must have a built-in report authoring tool which will enable
complete customization flexibility of performance reports.
e.
The tool should provide an integrated performance view for all the managed
systems and networks along with the various threshold violations alarms in them.
It should be possible to drill-down into the performance view to execute context
specific reports.
15 Data and information security requirements
Since Computer Based Exam application is dealing with critical information and
datasets related to the performance of candidates, it shall be a paramount responsibility of
IA to maintain confidentiality of data. Hence, a strong and comprehensive information
security policy based on leading standards such as ISO 27001 and guidelines from
Department of Science and Technology (DST) would need to be followed by the IA. The
same should be approved by PEB and must be adhered by IA at all times during the currency
of the contract. At the minimum the policy should define the following guidelines:
15.1 INFORMATION CLASSIFICATION
Information within the system should be classified as:

Public

Confidential

Restricted
Access to the information should be provided based on the classification of the
information. Data owners should nominate appropriate information classification on their
data and should review information classification periodically to determine if current
classification levels are valid.
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15.2 HUMAN RESOURCE SECURITY
1. Background check should be performed on all individuals for whom access to the system
is requested. Access should be revoked when a user leaves the organization or does not
require access to the application.
2. User accounts of any outsourced agency personnel should include an automatic account
expiration date, set at no longer than 6 months from their start date or till expiry of
contract whichever is earlier.
3. Any personnel who becomes aware of any loss, compromise, or possible compromise of
information, or any other incident which has information security implications, will
immediately report the incident to the designated IT in-charge.
4. Any personnel found violating the IS policy, would be penalized.
15.3 PHYSICAL AND ENVIRONMENTAL SECURITY
1. All information storage media (e.g. hard disks, pen drive, magnetic tapes and CD-ROMs)
containing sensitive or confidential data will be physically secured, when not in use.
2. Security inspections should be made periodically.
15.4 COMMUNICATIONS AND OPERATIONS MANAGEMENT
1. All operations performed by third parties should be monitored periodically.
2. Backup of all critical data should be taken periodically.
15.5 ACCESS CONTROL
1. Access to the application should be given only after approval from application owner
and the competent authority.
2. The access should be on a role basis rather than designation.
3. The access control policy should cover:
a. Identification
b. Authentication
c. Authorization and Access Control
d. Administration
e. Audit
4. System should have provision to add additional layer of PKI based security and
authorization at all the access points/channels.
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15.6 SECURITY ALERTS
1. System should have provision for generating alerts on email and SMS to key officials of
IA and PEB in case of security breach or compromise with security standards.
2. In case of security breach situation, system should automatically generate log report and
store same in secured repository.
16 Documentation requirements
IA shall be responsible for preparation of documents including User Manuals,
Operations Manual, Administration Manual, Security Manual, Application Support Guide
and others (if any) as per industry best practices and acceptable standards (e.g. IEEE/ISO
specifications for documentation).
16.1 END USER DOCUMENTS
Documentation will be supplied and maintained by the Implementation Agency
during the project. The electronic copies shall be submitted along with all the paper
documents and manuals, required for operating and configuring the system. User will have
the rights to duplicate the hardcopy and soft copy for the documents created by the
Implementation Agency without any financial and legal implications.
16.2 TECHNICAL DOCUMENTS
The Implementation Agency shall supply operation and maintenance manuals for all
the deliverables. These shall be in such details as to enable PEB to operate, maintain, adjust
and fix the system etc. The manuals etc. for all deliverables shall be in English and in soft
and hard copy and equal to the number of the deliverables.
The Implementation Agency must ensure that the Application components being
developed are thoroughly documented with comprehensive manuals and adhere to
standard methodologies in software development as per ISO and/or CMM models. The
documents including but not limited to are:

Quality Assurance Plan Documenting the planned and systematic pattern of all
actions necessary to assure confidence that the software developed will conform
to the PEB functional and technical requirements.

Interface Control Document Documenting the interface characteristics of one or
more systems and documents agreements between interface owners. It contains
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information on both the physical and data element requirements that are
necessary to make the transfer of information between systems feasible.

Test Plan Containing information on the software test environment to be used
for independent testing, the test cases to be performed, and the overall testing
schedule. This includes methodology, schedule, resources, tools, procedures,
environment definition, test cases, and software test results.

Trouble Shooting Guide/ Handbook for exam center technical staff which
describes the various trouble shooting methods.
17 Project Deliverable
The Implementation Agency has to deliver the following deliverables to PEB as part
of an assurance to fulfill the obligations under the Service Agreement. The table given below
may not be exhaustive and IA is responsible to provide all those deliverables which may be
specified in this RFP but not listed here and those agreed by IA in response to any request
from PEB. The timelines for producing each of these deliverables will be in line and closely
linked with the overall project timeline as indicated in this RFP. Any conflict with respect to
the project and/or deliverable timelines will have to be resolved by IA in consultation with
PEB and/or its designated agencies and approved by PEB. Thereafter the approved timelines
will have to be adhered to by IA, unless specified otherwise.
S.N.
Deliverables
1
Project Inception Report
2
Detailed project plan for study, design, development & implementation of
application system and Infrastructure.
3
Functional Requirement Specifications (FRS) Document
4
Application Receiving Web Portal
5
Helpdesk Support Center
6
Services of Computer Based Exam Software after necessary customization
7
Services of Computer Based Exam Center complying all the standards
8
SLA Monitoring and Measurement System
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9.
Computer Based Exam Conducting Services
10
Project Documentation
11
Daily/Weekly/for-nightly/monthly Performance Monitoring Reports and Call
Log & Resolution Reports
12
4 Desktop Computers in PEB head office for candidates to practice for
Computer Based Exam on Mock Test Facility of Website.
13
All the other deliverable as per solution proposed by IA
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Part II
Instructions to the Bidders
1 Definitions
In this Bid Document, the following terms shall be interpreted as indicated:

“Solution” means study, plan, design, develop, customize, install, configure, and
maintain entire application software.

“Application” means the Application developed/customized, tested, deployed and
changed/improved during project term by the Implementation Agency for the
purposes of rendering the Services to the Stakeholders of the Project at satisfactory
level.

“Successful Bidder” means the bidder who has submitted most suitable bid proposal
as per bid evaluation committee and who has awarded the work as Implementation
Agency.

“Implementation Agency” means the successful Bidder who signs the contract with
PEB for study, design, develop and maintain the solution deployed under the Project.

“PEB” means Professional Examination Board, Govt. of MP.

"MAP_IT" Madhya Pradesh Agency for Promotion of Information Technology,
Department of Information Technology, Govt. of Madhya Pradesh.

“Services” means the services delivered to the Stakeholders of the project by the
Implementation Agency.

“Confidential Information” means all information including Project Data (whether in
written, oral, electronic or other format) which relates to the technical, financial and
business affairs, customers, Bidders, products, developments, operations, processes,
data, trade secrets, design rights, know-how and personnel in connection with this
Bid Document.

“Project Data” means all proprietary data of project generated out of project
operations and transactions, documents and related information including but not
restricted to user data which the Bidder obtains, possesses or processes in the
context of providing the services.
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
“Deliverables” means the products and services agreed to be delivered by the
Successful Bidder in pursuance of the agreement as defined more elaborately in
Scope of work.

“Service Level” means the level of service and other performance criteria that will
apply to the Services as set out;

“State Government” means the Government of Madhya Pradesh.

“Go-Live” means the date of issuance of certificate of Completion by PEB.

“Contract Value” is the bid value which means the price accepted by the PEB as per
Price Schedule.
2 Pre-Bid Meeting
MAP_IT (Entrusted by PEB to conduct bidding process on behalf of PEB) will host a
Pre-Bid Meeting as per the schedule given in this RFP. All those who have obtained bidding
document can participate in pre-bid meeting to seek clarification on the bid if any. Bidders
shall submit their queries in writing in prescribed format at Annexure 1 as per the stipulated
timelines through email on [email protected] and [email protected].
2.1 ADDRESS FOR COMMUNICATION
Bids should be addressed to the following office at the address given below:
Chief Executive Officer
MAP_IT,
47-A, State IT Centre,
Arera Hills, Bhopal
2.2
CLARIFICATION ON THE BID DOCUMENT
1. MAP_IT reserves the right not to respond to any/all queries raised or clarifications
sought if, in their opinion and at their sole discretion, they consider that it would be
inappropriate to do so or do not find any merit in it.
2. Response on the Pre-bid queries and amendments (if any) would be uploaded on the
websites www.mpeproc.gov.in and www.mapit.gov.in and www.vyapam.gov.in. Bidders
are advised to regularly visit the websites for updates.
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2.3 AMENDMENT OF BID DOCUMENT BY MAP_IT
1. At any time prior to the deadline for the submission of Bids, the MAP_IT may, for any
reason, whether on its own or in response to a clarification requested for by a
prospective Bidder, modify the Bid Document by way of amendment(s).
2. In order to allow reasonable time to the prospective Bidders for taking into account such
amendment(s), in the preparation of their Bids, the MAP_IT, at its discretion, may
extend the deadline for the submission of Bids, any time.
3. All the amendments/corrigendum (if any) would be uploaded on the website as
mentioned above. Bidders are advised to regularly visit the websites for updates.
3 Pre Qualification Criteria
Ref.
No.
Pre-Qualification Criteria
Supporting Document to be
submitted in Envelope “A” of Bid
1
The bidder may be single entity or consortium.
But all such persons/entities must notify
among themselves “one” entity as lead bidder.
Consortium should not exceed Two (Lead
Bidder + 1) members including lead bidder.
In case of consortium, copy of
Agreement signed by all the
consortium partners and Power of
Attorney in the name of Lead
Members in the format as
prescribed in Annexure 7
2
The Bidder (all the consortium partner in case
of consortium) should be a legally registered
entity under in India. Prime bidder should be
registered at least 5 years before in India.
Certificate of Incorporation/
Registration of all the consortium
partners along with the MOA/ Bye
Laws
3
The bidder (Prime Bidder in case of
Consortium) should have average annual
turnover of Rs. 100 Crores or more in last 3
financial years (11-12, 12-13 & 13-14).
Copy of Audited Balance Sheet &
Profit & Loss A/c of last 3 financial
years (11-12, 12-13 & 13-14)
4
The bidder (Any of the consortium partners in Work Order and Completion
case of Consortium) should have successfully
Certificate/ successful execution
executed 3 Projects of conducting Computer
for each of 3 such projects.
Based Exams in academic entrance or
recruitment domain for Government Agencies/
Departments/Exam Conducting Bodies.
5
The bidder (Any of the consortium partners in
conducted at least One (1) Computer Based
Work Order/Completion
Certificate/Documents showing
successful completion of the Exam
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Exams having minimum 7,000 candidates
appeared in single shift for any
department/Exam conducting body of Central
or State Govt.
having more than 7000 candidates
in single shift.
6
The bidder (Any of the consortium partners in
conducted Computer Based Exams for more
than total 2 lakh candidates in India till the
date of bid submission.
Work Order(s)/Completion
successful execution of Exams for
a total of more than 2 lakh
candidates in India.
7
The bidder (Consortium partner whose
experience is submitted to satisfy PQ point 4 &
5) should have developed and completely own
the solution (including exam software and
Item bank development software) for
Computer Based Examination which is being
proposed in the technical bid. The solution
should have been successfully implemented
for more than 3 years in India.
Declaration of developing, owning
and having full IPR of Computer
Based Examination Solution on
the letter head of bidder or
consortium partner who owns the
solution.
8
The Bidder (One of the Consortium Partner in
case of consortium) should have a valid CMMI
level 5
Copy of CMMI level 5 Certificate
9
The bidder (Both the partners in case of
Consortium) Should not be Black Listed by any
Government department or Semi-government
organization on the day of bidding.
Declaration of non-blacklisting on
bidder’s (Both the partners if case
of consortium) letter head.
10
The Bidder should provide undertaking of
having capacity of conducting Computer Based
Exam for 10,000 Candidates in Single Shift.
An undertaking of having capacity
of conducting Computer based
Exam for 10000 candidates in
single shift along with list of exam
centers with seating capacity as
per Annexure 13.
Work Order/Completion
successful implementation of
solution for more than 3 years in
India.
4 General instructions
1.
While every effort has been made to provide comprehensive and accurate background
information and requirements and specifications, Bidders must form their own
conclusions about the solution needed to meet the requirements. Bidders and
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recipients of this RFP may wish to consult their own legal advisers in relation to this
RFP.
2.
All information supplied by Bidders shall be treated as contractually binding on the
Bidders. On successful award of the assignment by PEB, the same information shall be
the basis of the contract.
3.
This Tender supersedes and replaces any previous public documentation &
communications, and Bidders should place no reliance on such communications.
4.
MAP_IT reserves the right to postpone or cancel a scheduled Tender opening at any
time.
5.
The Tender would be led only by the bidder to whom the Tender document fee
receipt has been issued and cannot be transferred to any other entity.
6.
Each bidder shall submit only one Proposal. The bidder who submits more than one
Proposal will be disqualified.
7.
For interpretation of any clause in the Bid Document or Contract Agreement the
interpretation of the Bid Evaluation Committee shall be final and binding on the
Bidder.
5 Proposal Preparation
Bidder is expected to examine all instructions, forms, terms and requirements in the
RFP document and prepare the proposal accordingly. Failure to furnish all information
required by the RFP document or submission of a proposal not substantially responsive to
the RFP document in every respect may result in the rejection of proposal. The proposals
should be submitted in three parts as mentioned in the following sections:-
5.1 PRE QUALIFICATION
Along with other documents, following documents shall be a part of Prequalification:1. EMD in the form of a Demand Draft or Bank Guarantee issued by a Scheduled/
Nationalized Bank in favour of MAP IT payable at Bhopal. To be submitted Offline
before opening of bid. In case of bidder's representative is willing to participate in bid
opening process, it is advised to bring original EMD DD/BG 30 minutes before opening
of bid submit directly to Tender Opening Committee offline.
2. Bid Form on the bidder’s letter-head as per Annexure 2, 3 and 4.
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3. An authorization letter for granting authority to the person for signing the proposal.
Annexure 9.
4. Certificate of Incorporation if any or relevant registration documents.
5. Audited annual financial results (balance sheet and profit & loss statements) of the
bidder for the last three financial years i.e.2011-12, 2012-13 and 2013-14.
6. Copy of Work orders/Completion Certificates as mentioned in the bid form.
7. Client Reference list (similar domain as per the requirements in this RFP).
8. Undertaking for not being blacklisted by any State / Central Govt. by the bidder as per
Annexure 10.
9. An undertaking (in the format given at Annexure 13) of having capacity of conducting
Computer based Exam for 10000 candidates in single shift along with list of exam
centers with seating capacity.
10. Permanent Account Number (PAN) from Income Tax authorities of bidder along with
certified photocopy.
11. Power of Attorney to Lead Bidder by Consortium Members as per Annexure 7
12. Service Tax and VAT Details of bidder.
13. Copy of CMMI Level 5 Certificate.
14. Certificate of conformity as per Annexure 11
15. Other documents as mentioned in the Eligibility Criteria section under each
assignment.
5.2 TECHNICAL PROPOSAL
Technical Bid shall be submitted along with covering letter as per Annexure 5. The
technical Bid should contain a detailed description of the proposed solution. It should
articulate in detail, as to how the Bidder’s Technical Solution meets the requirements
specified in the Bid. The Technical Bid must not contain any pricing information. Any
information submitted, additional to the required response should be marked as
‘Supplementary’ and will be furnished as separate section. If the Bidder wishes to propose
additional services (or enhanced levels of services) beyond the scope of this Bid, the
proposal must include a description of such services as a separate attachment to the Bid.
The technical Bid should entail the details of Tasks to be performed as per detailed scope of
work and technical specifications.
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Along with Technical Proposal, the bidders are advised to submit a copy of their
technical presentation in PDF Format. Purpose of this presentation is to facilitate committee
members to effectively comprehend the proposed solution, bidders capability, additional
offerings and compliance on technical evaluation parameters. The presentation should be in
following format:
1. Introduction of Bidder/Consortium (3-5 Slides)
2. Experience of similar projects (5-7 Slides)
3. Detail of existing Exam Software and Question Repository Development Software (3-5
Slides)
4. Strategy for development of "Computer Based Exam Conducting Protocol" and
Computer Based Exam Management Framework Document (2-4 Slides)
5. Strategy for Question Repository Development (3-5 Slides)
6. Strategy for conducting Computer Based Exams in highly secured, fair and transparent
manner (3-5 Slides)
7. Strength and Capability of Bidder/Consortium with respected to Computer Based Exam
Assignment (3-5 Slides)
8. Offerings additional to RFP Scope, if any. (2-3 Slides)
9. Compliances on Technical Evaluation Parameters with reference of Technical Proposal
submitted with Bid (3-5 Slides)
10. Final words (2 Slides)
5.3 COMMERCIAL PROPOSAL
1. The commercial proposals should be submitted as per the format of Commercial Bid
given at Annexure 8 Adherence to the prescribed format and terms as mentioned in this
RFP must strictly be followed. Any deviation or any condition written in the financial
except mentioned in the prescribed format, will result in disqualification of bid.
2. The unit quantity data specified in the price Bid serial no. A & B indicates the volume
likely to get routed during three years which is purely based on the average of past five
years data. Further estimations are carried out to ascertain the quantities that are likely
to get routed through online exams for further period. The bidder shall not regard the
volume specified as a commitment from the PEB, as these are mentioned for bid
evaluation purpose. The figures are bound to change based on various circumstances.
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3. Unless expressly indicated, Bidder shall not include any technical information regarding
the services in the commercial Bid. Additional information may be submitted to
accompany the proposal. In submitting additional information, it should be marked as
supplemental to the required response. Prices shall be quoted entirely in Indian Rupees
and must include all applicable taxes and levies, except Service Tax.
4. The Bidder is required to ensure that the products and services quoted are as per
prescribed specifications and standard.
5. The Bidders are required to quote their best prices, inclusive of all taxes, levies, freight,
forwarding, handling, insurance, inland transportation, local costs etc. incidental to the
delivery of goods and services to their final destination.
6. The rates offered by the Bidder should be firm and free from all escalations. Prices
quoted by the Bidder shall be fixed during Bidder’s performance of the Contract and
shall not be subject to variation on any account. A Bid submitted with a price
adjustment/variation provision will be treated as non-responsive and rejected, pursuant
to Clause of Preliminary examination mentioned in this bid document.
5.4 LANGUAGE OF BID
The Bid prepared by the Bidder, the correspondences as well as all the document
relating to the Bid exchanged between the Bidder and the MAP_IT, shall be in English
language. Supporting documents and printed literature furnished by the Bidder may be in
some other language, provided, they are accompanied by an accurate translation of the
relevant passages in English.
5.5 AUTHORISED SIGNATORY ON BEHALF OF THE BIDDER
The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct)
with the powers to commit the authorizing organization to a binding agreement. Also called
signing officer/ authority, having the Authorization Certificate (Annexure 9) from the
competent authority of the respective Bidding firm.
6 Bid Security (EMD) & Security Deposit
1. The bidder shall furnish a bid security (EMD) of Rs. 1 Crore.
2. The Bid Security (EMD) shall be in Indian Rupees and shall be in form Demand Draft or
Bank Guarantee, issued by a Scheduled / Nationalized Bank in India, in favour of MAP IT
payable at Bhopal.
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3. The EMD shall be valid for at least 80 days in case of DD and 180 days in case of Bank
Guarantee from the date of submission of proposal. No interest shall be payable on Bid
Security under any circumstances.
4. The EMD of all the bidders shall be discharged by MAP_IT after the signing of agreement
with Successful Bidder.
5. The Bid security will be forfeited at the discretion of MAP_IT on account of one or more
of the following reasons:
5.1.
Bidder withdraws its Proposal during the period of proposal validity
5.2.
Bidder does not respond to requests for clarification of its proposal.
5.3.
Bidder is found to canvass, influence or attempt to influence in any manner the
qualification or selection process, including without limitation, by offering bribes
or other illegal gratification.
5.4.
Bidder submitted false or misleading documents/credentials for the purpose
getting unethical advantage in evaluation process.
5.5.
In case of a successful Bidder, the said Bidder fails-to sign the Agreement in time.
6. Successful bidder shall submit Bank Guarantee or DD as Performance Security/Security
deposit of 10% of bid value or Rs. 10 crores which ever is higher.
7. Performance Bank Guarantee shall be valid for a period of 6 months beyond the date of
completion of all contractual obligations of successful bidder.
8. After the completion of all contractual obligations, security deposit will be returned to
the successful bidder within 90 days.
7
Compliance & Completeness of Response
Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP document carefully. Submission of bid shall be deemed to have been
done after careful study and examination of the RFP document with full understanding of its
implications. The response to this RFP should be full and complete in all respects. Failure to
furnish all information required by the RFP documents or submission of a proposal not
substantially responsive to the RFP documents in every respect will be at the bidder's risk
and may result in rejection of its bid proposal and forfeiture of the bid EMD. The RFP
Document is not transferable to any other bidder.
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8 Bid Submission
1. Bids must be direct, concise, and complete. All information not directly relevant to this
RFP should be omitted. Purchaser shall evaluate the bid based on its clarity and the
correctness of its response to the requirements of the project as outlined in this RFP.
2. The bids shall be submitted online on https://www.mpeproc.gov.in/ as per the formats
given below
8.1 FORMAT OF SUBMISSION
1. EMD (Offline submission):
An envelope containing EMD is to be super scribed as “EMD for Computer Based
Examination Services for Computer Based Exam RFP” The envelop is to be submitted
physically at MAP_IT office, State IT center, 47-A, Arera Hills, Bhopal, Madhya Pradesh
before the time of Bid opening.
2. EN-01 Pre-qualification (Online Submission):
The PDF file should be titled as “Pre-qualification Bid - Computer Based Examination
Services for PEB” should contain following documents:
a. Scanned Copy of Demand Draft/ bank Guarantee being submitted as EMD.
b. Annexure – 2 : Bid Covering Letter
c. Annexure – 3 : Bid Form
d. Annexure – 4 : Pre-qualification Form
e. Annexure – 6 : Bid Security Form
f. Annexure – 7 : Power of Attorney to Lead Bidder in case of consortium
g. Annexure – 9 : Bidder's Authorization Letter
h. Annexure – 10 : Self Declaration on Non-blacklisting
i.
Annexure – 11 : Certificate of Conformity
j.
Annexure – 13 : Undertaking of having capacity of conducting examination of
10,000 candidates in single shift.
k. Credentials/Documents as mentioned in Pre-qualification criteria and as required
to fulfill eligibility criteria
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3. EN-02 Technical Bid (Online Submission):
The PDF file should be titled as “Technical Bid - Computer Based Examination Services
for PEB” should contain Technical Proposal. Technical bid should be submitted allowing
with Technical Bid Covering letter as per Annexure 5. The following are essential
components of technical proposal. (Technical proposal should not have more than 100
pages):
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Brief about Bidder
Understanding of the Project
Proposed Solution
a. Detailed description of solution
b. Suitability and compliance with PEB requirements
c. Customization Strategy
d. Instances of similar usage in other agencies/projects.
e. Benchmarking of the product (if any)
Licensing Policies for proprietary products/components of solution (if any)
Scalability and Performance Requirements
UAT Process
Training and Change Management strategy
STQC Certification and Security Audit
Deliverables and sign-off for Golive
SLA Tracking
Operation and Maintenance strategy
Manpower deployment
Risk Identification/Mitigation Strategies
Exit Management
Key Deliverables (along with example deliverables, where possible).
EN-03 Financial Bid:
The PDF file titled as “Financial Bid – Computer Based Examination Services for PEB” has to
be uploaded electronically and would include Annexure – 8. Prices shall be quoted entirely
in Indian Rupees and must include all applicable taxes and levies, except Service Tax. In case
of discrepancy between amount given in words and figures, the details given in words shall
prevail.
9 Bid Validity
All the bids must be valid for a period of 180 days from the last date of submission of
the RFP for execution of Contract Agreement. However, the quoted rates should be valid for
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the initial/ extended period of the contract from the effective date of the Contract
Agreement. No request will be considered for price revision during the contract period.
10 MAP_IT’s right to terminate the process
MAP_IT may terminate the RFP process at any time and without assigning any
reason. MAP_IT makes no commitments, express or implied, that this process will result in a
business transaction with anyone. This RFP does not constitute an offer by MAP_IT.
11 Disqualification of bids
MAP_IT may at its sole discretion and at any time during the processing of tender,
disqualify any bidder from the tendering process if the bidder has:
1.
Submitted the tender after the prescribed date and time of submission of bids.
2.
Made misleading or false representations in the forms, statements and attachments
submitted.
3.
If found to have a record of poor performance such as abandoning works, not properly
completing the contract, inordinately delaying completion, being involved in litigation
or financial failures, etc.
4.
Submitted bid document, which is not accompanied by required documentation and
Earnest Money Deposit (EMD) or non-responsiveness.
5.
Failed to provide clarifications related thereto, when sought.
6.
Bidders who are found to canvass, influence or attempt to influence in any manner
the qualification or selection process, including without limitation, by offering bribes
or other illegal gratification, shall be disqualified from the process at any stage.
7.
The bid is not submitted in accordance with this document.
8.
The firms is not meeting eligibility criteria as mentioned in this RFP
9.
Bidder has submitted condition bid.
10.
Bidder has submitted more than one bid. This will cause disqualification of all bids
submitted by such bidders.
11.
Bidders may specifically note that while processing the tender documents, if it comes
to knowledge expressly or implied, that some bidders may have compounded in any
manner whatsoever or otherwise joined to form a cartel resulting in delay / holding up
the processing of tender then the bidders so involved are liable to be disqualified for
this contract as well as for a further period of two years from participation in any of
the tenders floated by any department of Govt. of MP. It is also clarified that if need
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arises then MAP_IT would go in for appointment of outside party(s) to undertake the
work under the captioned tender.
12 MAP_IT’s Rights to Accept/Reject any or all Proposals
MAP_IT reserves the right to accept or reject any proposal, and to annul the bidding
process and reject all bids at any time prior to award of contract, without thereby incurring
any liability to the affected bidder or bidders or any obligation to inform the affected bidder
or bidders of the grounds for MAP_IT’s action.
13 Bid Evaluation
1.
Bids will be evaluated by Technical Evaluation Committee constituted by PEB.
2.
The decision of the Technical Evaluation Committee shall be final. No correspondence
will be entertained outside the process of negotiation/ discussion with the committee.
3.
If there is a discrepancy between words and figures, the amount in words shall prevail.
4.
The Technical Evaluation Committee may conduct clarification meetings with each or
any bidder to discuss any matters, technical or otherwise.
5.
Bid document shall be evaluated as per the following steps:
13.1 PRELIMINARY EXAMINATION
1.
A three-stage procedure will be adopted for evaluation of bid proposals, with the prequalification being completed before the technical evaluation and thereafter financial
proposals being opened and compared.
2.
Preliminary examination shall involve assessment of Offline Envelop of EMD and EN01 as specified above. The submitted documents shall be examined to determine
whether the bidder meets the eligibility criteria, completeness of the bid, whether the
documents have been properly signed by the authorized signatory and whether the
bids are generally in order.
3.
MAP_IT reserves the right to seek information/clarifications from the bidders. Any
bids found to be non-responsive for any reason or not meeting the minimum levels of
eligibility criteria specified in the various sections of this Tender Document shall be
rejected and not included for further consideration.
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4.
Bid Evaluation Committee may waive any minor infirmity or non-conformity or
irregularity in a Bid which does not constitute a material deviation, provided such a
waiver does not prejudice or affect the relative ranking of any Bidder.
5.
Prior to the detailed evaluation, the Evaluation Committee will determine the
substantial responsiveness of each Bid to the bidding documents. For purpose of these
Clauses, a substantially responsive Bid is one, which conforms to all the terms and
conditions of the bid documents without material deviations.
6.
If the Evaluation Committee determines that a Bid is materially deviating from the
prescribed terms and conditions, then the matter may be referred at higher level to
decide whether the deviations of the Bid are material or not. Decision of the
Evaluation Committee regarding this shall be final and binding.
7.
The Committee’s determination of a Bid's responsiveness shall be based on the
contents of the Bid itself without recourse to extrinsic evidence.
8.
If there is any difference in interpretation of RFP Terms, Bid Evaluation Committee's
interpretation will be final and applied on all the bids. Bidders are advised to seek
clarification on such RFP terms, if any, during pre-bid meeting or ask same in written
in pre-bid clarification response.
13.2 TECHNICAL EVALUATION
1.
Technical bids shall be opened only of the bidders who qualify pre-qualification
criteria and submitted all the documents and details in prescribed format up to
satisfaction level of Bid Evaluation Committee.
2.
An intimation of will be given to all the bidders before opening of technical bid.
3.
The committee will evaluate technical bid on the ground of scope of services
mentioned in the RFP.
4.
The committee may seek further clarification, if required, from the bidders for the
purpose of technical evaluation.
5.
If a Technical Bid is determined as not substantially responsive, the MAP_IT will reject
it and in such a case Commercial Bid will not be opened.
6.
The committee will invite each of qualified bidders to make a presentation at a date,
time and location decided by MAP_IT. The purpose of such presentations would be to
allow the Bidders to present their proposed solutions to the committee and the key
points in their Bids.
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7.
Solution, strategies, offerings and compliances presented in the form of technical
presentation will become essential part of Services Agreement to be signed with the
successful bidder.
13.2.1 Criteria for Evaluation and Comparison of Technical Bids
The technical proposal will be evaluated using the following criteria:
Sr.
No.
Technical Parameter – Checklist
1
The bidder (Prime Bidder in case of Consortium) should have average
annual turnover of Rs. 100 Crores or more in last 3 financial years (1112, 12-13 & 13-14).
(Must submit Documentary evidence for each parameter)
Maximum
Marks
15
100 Crore or more = 10 Marks
2
The bidder (Any of the consortium partners in case of Consortium)
should have successfully completed 3 Projects of conducting
Computer Based Exams in academic entrance or recruitment domain
for Government Agencies/ Departments/Exam Conducting Bodies.
15
3 or more Projects = 10 Marks
3
should have successfully conducted at least One (1) Computer Based
Exams having minimum 7,000 candidates appeared in single shift for
any department/Exam conducting body of Central or State Govt.
10
7000 or more candidates in single shift = 7 Marks
4
should have successfully conducted Computer Based Exams for more
than Total 2 lakhs candidates in India till the date of bid submission.
15
2 Lakhs or more = 10 Marks
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5
The bidder should have developed and completely own the solution
(including exam software and Item bank development software) for
Computer Based Examination which is being proposed in the technical
bid. The solution should have been successfully implemented for
more than 3 years in India.
10
3 Years or more = 7 Marks
6
Experience of conducting Computer Based Exams in MP
5
7
Technical Presentation
30
The technical presentation essentially should include following:
a) Introduction of Bidder/Consortium (3-5 Slides)
b) Experience of similar projects (5-7 Slides)
c) Detail of existing Exam Software and Question Repository
Development Software (3-5 Slides)
d) Strategy for development of "Computer Based Exam
Conducting Protocol" and Computer Based Exam Management
Framework Document (2-4 Slides)
e) Strategy for Question Repository Development (3-5 Slides)
f) Strategy for conducting Computer Based Exams in highly
secured, fair and transparent manner (3-5 Slides)
g) Strength and Capability of Bidder/Consortium with respected
to Computer Based Exam Assignment (3-5 Slides)
h) Offerings additional to RFP Scope, if any. (2-3 Slides)
i) Compliances on Technical Evaluation Parameters with
reference of Technical Proposal submitted with Bid (3-5 Slides)
j) Final words (2 Slides)
Total
100
Note: Bidder has to submit sufficient documents to support their claims for marks.
The commercial bids of only those bidders, who have scored at least 70 marks in
technical bid evaluation process, will be considered for commercial bid evaluation.
13.3 OPENING & COMPARISON OF COMMERCIAL BIDS
1.
The Commercial Bids will be opened by Financial Evaluation Committee constituted
by PEB, in the presence of Bidders’ representatives (Maximum two for each bidder)
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who choose to present during opening. The Bidder’s representatives who are
present shall sign a register evidencing their attendance. It is not mandatory for
bidders to attend the bid opening.
2.
The Commercial Bid of only technically qualified bidders will be opened. Those
technically qualified bidders shall be termed as Substantially Responsive. The
decision of the MAP_IT in this regard shall be final.
3.
The Commercial Bids will be opened and compared (after the technical evaluation is
completed) for those Bidders whose technical bids reach the minimum threshold
standards (i.e. 70 marks).
4.
Bidder quoting “Lowest Bid Value” will be considered for selection.
5.
MAP_IT reserves the right to not to award the contract to the bidder lowest quoting
bid value without assigning any reasons thereof.
13.4 COMMERCIAL BID REJECTION CRITERIA
Commercial bid will be summarily rejected on any of following situation:
1.
Incomplete Price Bid.
2.
Price Bids that do not conform to the Tender’s price bid format.
3.
If any condition or term, except those included in price bid format, written additionally
in the price bid.
14 Selection of Bidder
MAP_IT has been entrusted by PEB to conduct entire selection process. After
successful evaluation of bids, MAP_IT (through its bid evaluation committee) will identify
best suitable proposal/bid and forward same to PEB with necessary recommendations.
MAP_IT will also assist in drafting service agreement to be signed between selected bidder
and PEB. Notification of award will be issued by PEB to the successful bidder.
14.1 RIGHT OT ACCEPT OF REJECT ANY OR ALL BIDS
The MAP_IT reserves the right to accept or reject any Bid, and to annul the Bid
process and reject all Bids at any time prior to the award of Contract, without thereby
incurring any liability to the affected Bidder or any obligation to inform the affected Bidder
of the grounds for the MAP_IT's action.
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14.2 NOTIFICATION OF AWARD TO THE BIDDER
Before the expiry of the period of validity of the proposal, the PEB shall notify the
successful Bidder in writing by registered letter or by fax, that its bid has been accepted. The
Bidder shall acknowledge in writing receipt of the notification of award and will send his
acceptance to enter into agreement within seven (7) days.
14.3 RIGHT TO VARY ACTIVITIES AT THE TIME OF AWARD
The PEB shall have the right to make any alterations, omissions, additions or
subtractions in items, their quantities at the time of award of contract. PEB will give such
intimation to the successful Bidder, and additional cost/deduction in the Bid prices, based
on the price schedule submitted by him, will be worked out with the Bidder.
14.4 AWARD OF CONTRACT
Contract will be awarded by PEB to the responsive Bidder whose Bid conforms to the
requirements and represents the best value to the project, price and other factors
considered.
14.5 SIGNING OF CONTRACT
The signing of agreement will amount to award of contract and bidder will initiate
the execution of the work as specified in the contract/agreement. If the bidder refuses to
accept the award within one week and disinclines / or neglects the signing the contract
agreement and does not offer to sign the agreement immediately after one week of receipt
of letter of intent and does not sign the contract agreement within a fortnight, the MAP_IT
may forfeit the bid security of the bidder. The incidental expenses of execution of
agreement / contract shall be borne by the successful bidder.
14.6 DISCHARGE OF BID SECURITY:
Upon the successful signing of the agreement, PEB shall promptly request the Bidder
to provide performance security. On receipt of the performance security, the bid security
will be released by MAP_IT.
14.7 PERFORMANCE SECURITY
1.
Within 21 days of notification of award, the Selected Bidder shall furnish
performance security equal to 10% of bid value or Rs. 10 crores which ever is higher,,
valid up to 6 months after the date of completion of the project term that includes 3
Years maintenance period after ‘Go Live’ of the project.
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2.
The proceeds of the performance security shall be payable to the PEB as
compensation for any loss (es) resulting from the failure of the Bidder to meet out its
obligations under the Contract.
3.
The performance security shall be furnished in the form of an unconditional and
irrevocable and Bank Guarantee/DD for Contract Performance of the sum equivalent
to 10% of the total contract value or Rs. 10 crores which ever is higher, in a form and
manner acceptable to the PEB which would remain valid until such time and be
renewable as may be stipulated by the PEB.
14.8 LOSS OF REVENUE TO MAP_IT
1.
The bidder shall be vicariously liable to indemnify the PEB in case of any misuse of
data/information by the bidder, deliberate or otherwise, which comes into the knowledge
of the PEB during the performance or prevalence of the contract. The amount of indemnity
in any case will be decided by the Competent Authority in PEB.
14.9 USE OF CONTRACT DOCUMENTS AND INFORMATION
1.
The bidder shall not, without prior written consent of PEB, disclose the contract, or
any provision thereof, or any specification, plan, drawing, pattern, sample or information
furnished by or on behalf of the PEB in connection therewith, to any person other than a
person employed by the bidder. Disclosure to any such employed person shall be made in
confidence and shall extend only so far, as may be necessary for purposes of such
performance of the contract.
2.
Any document, other than the contract itself, shall remain the property of the PEB
and shall be returned (in all copies) to the PEB on completion of the selected bidder’s
performance under the contract, if so required by the bidder.
14.10 FAILURE TO ABIDE BY THE AGREEMENT
1.
The conditions stipulated in the agreement shall be strictly adhered to and violation
of any of these conditions will entail termination of the contract without prejudice to the
rights of the PEB with such penalties as specified in the agreement.
15 Roles and Responsibilities
15.1 ROLE OF PEB
1. As an owner of the Project, the role of PEB in the successful implementation of the
project includes discharging the following responsibilities:
a.
Laying down the matrix of success of the Project;
b. Coordinate with Exam Stakeholders
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c.
Promotion of Computer Based Examination System among citizens, candidates,
govt. departments and recruitment agencies.
d. Making payment to the Implementation Agency after necessary due diligence.
e.
Identify and deploy resources take part in conducting fair and transparent
Computer Based Exams.
f.
Provide necessary approvals and support as required by IA to conduct Computer
Based Exam successfully.
g.
Laying down the policies related to functioning of Computer Based Exam;
h. Approving the budget and releasing the funds required for the Project;
i.
Facilitate and/or approve the deputation of employees for the Project;
j.
Constituting a Computer Based Exam Management Committee and Project Support
Team for facilitating smooth implementation of the Project;
k.
Reviewing the performance of the Implementation Agency;
l.
Issuing directions on Computer Based Exam and IA as may be needed;
m. Ensuring that all the stakeholders take active part in the project;
n. Identifying & nominating appropriate personnel to participate in the Acceptance
Testing;
o. Engaging a third party for acceptance testing and audit of security & controls of
critical components of the project;
p. Periodic review and testing of SLA Monitoring System implemented by IA for
accuracy and completeness in the reports generated from the system.
15.2 ROLE OF IMPLEMENTATION AGENCY
The responsibilities of IA are as specified in the Scope of Work section of Part I of this
RFP.
16 Service Level Agreement
Following section outlines the key service level requirements for the system, which
needs to be ensured by the IA. These performance requirements shall be strictly imposed
and a third party audit/certification agency also be deployed by PEB for certifying the
performance of the IA against the target performance matrix. The SLA monitoring shall be
performed/reviewed on a regular basis. During the Contract period, it is envisaged that
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there could be changes to the SLA, in terms of addition, alteration or deletion of certain
parameters, based on mutual consent of both the Parties i.e. PEB and IA.
17 SLA Monitoring
The SLA parameters shall be measured on a daily/weekly/monthly/ quarterly basis as
per the individual SLA parameter requirements, through appropriate SLA Measurement
tools provided by the IA for the purpose and audited by a third party for accuracy and
reliability. If the performance of the system/services is degraded significantly at any given
point in time during the Contract and if the immediate measures are not implemented and
issues are not rectified to the satisfaction of PEB, then PEB will have the right to take
appropriate corrective actions including termination of the Contract. The Service Levels shall
be reviewed on an annual basis by PEB after taking the advice of the IA, Computer Based
Exam Management Committee. Changes in SLA would be made by PEB after consultation
with the IA.
17.1 SERVICE LEVEL STANDARDS
The IA has to meet the service level norms failing which the contract is liable to be
penalized or cancelled.
1. Setup and maintain requisite hardware and software at State Data Center to ensure 99%
uptime. Following will be excluded to calculate downtime:
a. Failure of the infrastructure, electricity etc. in the SDC.
b. Preventive maintenance and Planned Outage
c. Downtime caused due to any reason beyond control of IA for which, IA has made
best of its effort to reduce downtime
2. Computer Based Exam Conducting Services with complete transparency and accuracy
a. Provide services of Exam Center as per standards defined in the RFP.
b. Provide manpower services as standards defined in the RFP.
c. Provide necessary hardware to exam center for conducting Computer Based
Exam.
d. Provide necessary facilitation to Computer Based Exam Candidates as per
Standards defined in the RFP
3. Locate, resolve and repair technical faults
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17.2 SLA CATEGORIES
1. This SLA document provides for minimum level of services required as per contractual
obligations based on performance indicators and measurements thereof. The IA shall
ensure provisioning of all required services while monitoring the performance of the
same to effectively comply with the performance levels. The services provided by the IA
shall be reviewed by the PEB that shall:
a. Regularly check performance of the IA against this SLA.
b. Discuss escalated problems, new issues and matters still outstanding for resolution.
c. Review of statistics related to rectification of outstanding faults and agreed changes.
d. Obtain suggestions for changes to improve the service levels.
3.2.
The following measurements and targets shall be used to track and report
performance on a regular basis. The targets shown in the following table are applicable for
the duration of the contract. Please note that the IA should provide comprehensive, end-toend service to conduct Computer Based Exam. No reason shall be entertained (unless those
mentioned in Force Majeure) in case of un-availability of any service given in the scope of
work in this RFP and the appropriate penalty shall be levied. The SLA has been logically
segregated in the following categories:
17.2.1 Service Levels for Implementation before Go-Live
If the IA fails to complete any milestone within the time period (s) specified in this
RFP, PEB may without prejudice to its other remedies under the Agreement, levy as
Penalties, Rs. 5 Lakh for each week or part thereof of delay, until actual delivery of
performance. This penalty will be capped for maximum of Rs. 1 Crore after which, PEB may
terminate the Agreement. Project delay, caused on account of STQC Certification or SDC Cohosting services, will be excluded from the calculation of duration for Penalty.
17.2.2 Service Levels for Performance after Go-live
Penalties in this category are capped upto 40% of bid value.
Sr.No. Service levels
1
Measurement
99% Availability and
Accessibility of Computer
Based Exam Central Data
Center services including
all the softwares and Web
Portal.
Severity
Penalty
Critical
Rs. 10,000 for every 2 hours of down
time per month at a stretch or in parts up
to total down time of 10 hours. This
down time shall be calculated over and
above the total hours of downtime
permissible.
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Beyond 10 hours of down time, Rs.
50,000 for every 1 hour in a month of
down time at a stretch or in parts.
2
Provide manpower in
exam center during each
shift of exam day as per
standards.
Critical
Rs. 5000 per Invigilator for nonavailability invigilators as per defined
standards.
Rs. 10000 per Invigilation Supervisor for
non-availability of Invigilation Supervisors
as per defined standards
If more than 20% invigilators are not
available in a shift of any exam center, a
penalty of Rs. 5000 per candidate
appeared in the exam center will be
charged.
3
Conduct Computer Based
Exam in all the
identified/planned
centers.
Moderat
e
In case of Question Repository based
Exam, if exam could not be conducted in
a Exam Center due to lack of services
provisioning by IA, a penalty of Rs. 5000
per candidate appeared in the exam
center will be charged.
If Examination in a center delayed for
more than 1 hour then a penalty of Rs. 5
lakh will be imposed.
4
Make provision 10%
additional Exam Terminals
in each Exam Center for
failover situation.
Moderat
e
Rs. 10,000 per Exam Terminal not
provisioned as 10% additional Exam
Terminals in any Exam Center for failover
situation.
5
Setup CCTV Cameras for
surveillance during exam
as per standards
Critical
Rs. 10000 per CCTV Camera not available
or out of order as per defined standards.
Computer Based Exams
should be conducted in
fair and transparent
manner.
Critical
6
If CCTV Cameras are available and are in
working conditions but complete
recording is not submitted by IA, it will be
deemed as not working/available camera
and penalty will be charged.
If security of the system is compromised
and resulted into false or manipulated or
forged Computer Based Exam scores of
candidate(s), a penalty Rs. 5 Crore for will
be levied, liquidated amount of damage
will also be recovered as additional and
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no payment for such exam(s) will be
made to IA.
7
If exam could not be
Moderat
conducted due lack of
e
performance of IA or due
to lack service
provisioning/delivery by IA
as per scope of services in
the RFP.
A penalty Rs. 1 Crore for will be levied
and no payment for such exam(s) will be
made to IA.
8
If Exam Paper gets leaked
due to failure of IT
security system setup by
IA.
A penalty up to Rs. 2 crore and liquidated
amount of damage, whichever is higher,
will be recovered from IA and parallelly
case of criminal offence may be lodged
against the person/party responsible for
such confidentiality breach, if it is proved
that the event has occurred due to the
involvement of IA or any of its
representatives. Payment for conducting
Computer Based Exam will not be made
to IA.
Critical
18 General Terms and Conditions
18.1 APPLICABLE LAW
The contract shall be interpreted in accordance with the laws of the Govt. of India
and the Government of M.P.
18.2 TERMINATION
18.2.1 Termination for Default
1. PEB after consultation with the State IT Department, Government of MP may, without
prejudice to any other course of action, for breach of contract, by written notice of 30
days to the IA, terminate the agreement in whole or in part, if:
a. The IA fails to perform any or all of the obligations within the time period(s)
specified in the agreement or any extension thereof granted, by Competent
Authority from PEB.
b. The quality of the delivery of various tasks is not up to the satisfaction of the PEB.
c. The IA fails to perform any other obligation under the agreement.
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2. In the event of the Competent Authority terminating the contract in whole or in part,
pursuant to clause above, the PEB may procure at IA’s risk and cost upon such terms and
in such a manner as it deems appropriate, services similar to those remaining
undelivered. The IA shall be liable to pay for any excess costs incurred by the Competent
Authority for such procurement at his risk and cost. However, the IA shall continue with
the performance of the contract to the extent not terminated.
3. The IA shall stop the performance of the contract from the effective date of termination
and hand over all the reports studies etc. to PEB for which payment has been made. No
consequential damages shall be payable to the IA in the event of termination.
4. In case of termination of contract as mentioned in Clause above, Bank Guarantee
furnished by the IA by way of Performance Security shall stand forfeited.
18.2.2 Termination for Convenience
PEB, by prior written notice sent to the IA at least one month in advance, may
terminate the contract, in whole or in part thereof, at any time for its convenience. The
notice of termination shall specify that termination is for the PEB's convenience and also the
extent to which performance of the IA under the contract is terminated, and the date on
which such termination becomes effective. No consequential damages will be payable to
the IA in the event of such termination. However Upon such termination, IA shall be entitled
to payment only as follows: (1) the actual cost of the work completed in conformity with
this Agreement; plus, (2) such other costs actually incurred by IA as are permitted by the
PEB.
18.2.3 Termination for Insolvency
PEB may at any time terminate the contract by giving notice to the IA, if the IA
becomes bankrupt or otherwise insolvent. In this event, termination will be without
compensation to the IA, provided that such termination will not prejudice or affect any right
of action or remedy, which has accrued or will accrue thereafter to the PEB.
18.3 CORRUPT OR FRAUDULENT PRACTICES
1. PEB requires that the IA must observe the highest standard of ethics during the
performance and execution of this contract. For this purpose the following definitions of
unethical behaviour will be assumed.
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a. "Corrupt practice" means offering, giving, receiving or soliciting of anything in
value or favour to influence the action of a public official in contract executions,
and
b. "Fraudulent practice" means a mis-representation of facts in order to influence
execution of a contract to the detriment of the interests of the PEB.
2. In case of any Bidder being found to be indulging in unethical practices, PEB may
terminate the contract and take legal action against IA as well as recover amount of
liquidated damage. PEB may also declare the IA Blacklisted either indefinitely or for a
stated period of time, for bidding in future works.
18.4 DATA PROTECTION
1. In the course of providing the services, the IA may be compiling, processing and storing
proprietary data relating to the users. The IA is responsible for complying with its
respective obligations under the applicable data protection laws and regulations
governing the proprietary Data.
2. The IA is required to follow the best practices for the data security regarding all the data
made available to them.
3. The IA shall not transfer any Data unless otherwise authorized by the Competent
Authority of PEB in this regard.
18.5 CONFIDENTIALITY
1. IA will come into possession of confidential public records. IA shall maintain the highest
level of secrecy, confidentiality and privacy with regard thereto. IA would be required to
sign a Non Disclosure Agreement with PEB as per format prescribed in Annexure 12.
2. Additionally, the IA shall keep confidential all the details and information with regard to
the Project, including systems, facilities, operations, management and maintenance of
the systems, during implementation or after completion of the project.
3. PEB shall retain all rights to prevent, stop and if required take the necessary punitive
action against the IA regarding any forbidden disclosure.
4. The IA shall ensure that all its employees execute individual nondisclosure agreements,
which have been duly approved by PEB with respect to this Project.
5. The aforesaid provisions shall not apply to the information:
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a. Already in the public domain;
b. That has been received from a third party who had the right to disclose the
aforesaid information;
c. Disclosed to the public due to a court order.
18.6 PEB'S RIGHT TO CHANGE EXAM CONDUCTING PROCESS
Computer based exams is a very new practice for PEB. At present, PEB is conducting
examinations on the basis of the rules laid down by various departments of Govt. of Madhya
Pradesh and MP Professional Examination Act. In future if there are any changes in the rules
and Act, Chairman Vyapam shall be authorized to revise the service agreement and exam
conducting process.
18.7 FORCE MAJEURE
1. For purposes of this clause “Force Majeure” means an event beyond the control of the
IA and not involving the IA’s fault or negligence and which was not foreseeable. Such
events may include wars or revolutions, fires, floods, epidemics, quarantine restrictions
and freight embargoes. The decision of the PEB in consultation with the Dept. of Science
and Technology, Government of M.P., regarding Force Majeure shall be final and binding
on the IA.
2. Notwithstanding anything contained in the Bid Document, the IA shall not be liable for
forfeiture of security, liquidated damages or termination for default, if and to the extent
that, its delay in performance or other failures to perform its obligations under the
agreement is the result of an event of Force Majeure.
3. If a Force Majeure situation arises, the IA shall promptly notify to the PEB in writing, of
such conditions and the cause thereof. Unless otherwise directed by the PEB in writing,
the IA shall continue to perform its obligations under the agreement as far as reasonably
practical, and shall seek all reasonable alternative means for performance not prevented
by the Force Majeure event. PEB may after consultation with the Department of Science
and Technology, Govt. of M.P, terminate this agreement by giving a written notice of a
minimum 30 days to the IA, if as a result of Force Majeure, the IA is unable to perform a
material portion of the services for a period of more than 60 days.
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18.8 RESOLUTION OF DISPUTES
1. PEB and the IA shall make every effort to resolve amicably by direct informal
negotiation, any disagreement or dispute that may arise between them under or in
connection with the Contract. If, after 30 days from the commencement of such
informal negotiations, the PEB and the IA are unable to resolve, amicably a contract
dispute, either party may require that the dispute be referred for resolution to the
formal mechanism specified in the Clause below.
2. In all matters and disputes arising there under, the M.P. State Arbitration Tribunal shall
be the sole arbitrator to decide the claim and its decision shall be final and binding on
both the parties. However, during the period of doubt, disagreement or dispute, the IA
shall ensure that the Project works in a normal way. Such doubts, disputes and
disagreement shall not give any reason or freedom to the IA to interfere in or prevent
normal functioning of the Project.
18.9 TAXES AND DUTIES
The responsibility of obtaining all the necessary statutory clearances lies with the IA.
The IA shall be solely responsible for all taxes, duties, license fees, octroi etc. regarding all
the items needed for completion of work assigned to him.
18.10 LOCAL CONDITIONS
1. The IA shall be deemed, to have exhaustively examined the Bid Document, to obtain all
information and clarifications on all matters whatsoever, that might affect the carrying
out of the work and to have satisfied himself as to the adequacy of the Bid. The IA is
deemed to have known the scope, nature and magnitude of the work and as to all work
he has to complete in accordance with the contracts, whatever be the defects,
omissions or errors that may be found in the Bid document.
2. The IA shall be deemed to have acquainted himself of Government of India's and
Government of Madhya Pradesh taxes & duties, Laws, statutes, regulations, levies and
other charges.
3. Any negligence or omission or failure on the part of the IA in obtaining necessary and
reliable information as stated above or on any other matter affecting the IA shall not
relieve him from any risks or liabilities or the entire responsibility for completion of the
work in accordance with the Bid Document.
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18.11 NOTICES
Any notice, request or consent required or permitted to be given or made in this
contract shall be in writing. Any such notice/ request shall be deemed to have been given or
made when delivered in person to the authorised representative of the party to whom the
communication is addressed, or sent by registered mail or email to such party.
18.12 LIMITATION OF LIABILITIES
The total cumulative liability of IA arising from or relating to this agreement shall not exceed
the 5 times of Project Value (quoted by successful bidder in Commercial Bid) to be paid by
PEB in this project, which gives rise to such liability; provided, however, that this limitation
shall not apply to any liability for damages arising from Willful misconduct or
indemnification against third party claims for infringement.
19
Payment
IA will generate invoice after conducting an each exam successfully on the rates as
quoted in the commercial bid. Payment shall be made against Invoices after necessary
verification and due diligence by PEB. IA will also submit data and certifications for the
relevant period along with the Invoice. All taxes deductible at source, if any, at the time of
release of payments, shall be deducted at source as per current rate while making any
payment.
Page 68
20 Annexures
20.1 ANNEXURE 1: REQUEST FOR CLARIFICATION FORM
Bid Reference: Bid Proposal for Providing Computer Based Exam services to PEB
Name of the Company/Firm:
Name of Person(s) Representing the Company/Firm:
Name of Person
Designation
Email-ID(s)
Tel. Nos. & Fax Nos.
Email-ID(s)
Tel. Nos. & Fax Nos.
Company/Firm Contacts:
Contact Person(s)
Address for
Correspondence
Query / Clarification Sought:
S.No.
RFP Page RFP Clause Clause Details
No.
No.
Query/ Suggestion/
Clarification
Date:
Place:
(Signature)
in the capacity of
Duly authorized to sign Bid for and on behalf of
Note: - Queries must be strictly submitted only in the prescribed format. Queries not submitted in the
prescribed format will not be considered/ responded by the tendering authority.
Page 69
20.2 ANNEXURE 2 : BID COVERING LETTER
(On the Letterhead of the Bidder)
Date: [insert: date of bid]
To:
The Chief Executive Officer,
MAP_IT
State IT Center,
47-A, Arera Hills, Bhopal (M.P)
Subject: Submission of Bid Proposal for Providing Computer Based Exam Services to PEB.
Dear Sir,
1.
2.
3.
4.
5.
6.
7.
Having examined the RFP Documents, the receipt of which is hereby acknowledged, we,
the undersigned, submit deliverables in full conformity with the said Bidding
Documents.
We undertake, if our bid is accepted, to commence work as per the schedule and to
achieve the Acceptance within the respective times stated in the RFP Documents.
We have read the terms and conditions of RFP and confirm that these are acceptable to
us.
We further declare that bid is unconditional.
If our bid is accepted, we undertake to provide a Performance Security in the form and
amounts, and within the times specified in the Bidding Documents.
We undertake that, in competing for (and, if the award is made to us, in executing) the
above assignment, we will strictly observe the laws against fraud and corruption in
force in India.
Until the formal final Contract is prepared and executed between us, this bid, together
with your written acceptance of the bid and your notification of award, shall constitute
a binding contract between us.
Dated this [insert: number] day of [insert: month], [insert: year]
Signed:
In the capacity of [insert: title of position]
Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]
Page 70
20.3 ANNEXURE 3 : BIDDER’S FORM
1) Addressed to: CEO, MAP_IT, State IT Centre, 47-A, Arera Hills, Bhopal
a.
Name of the Issuing
CEO, MAP_IT
Authority
b.
Address
MAP_IT, State IT Centre, 47-A, Arera Hills, Bhopal
2) RFP Reference
For Lead Bidder in case of Consortium
1.
Name of Bidder/Lead Bidder
2.
Registered Office Address and
Website
3.
Year of Establishment
Type of Firm
4.
5.
Name of the authorized contact
person of the Bidder/Lead Partner of
the Consortium.
6.
Telephone Number(s)
7.
Email Address
8.
Fax No.
9.
Mobile no.
11.
Year-wise financial turnover
Public Limited/Private Limited/
Proprietary/Partnership/Society/Other
2011-12
2012-13
2013-14
For Consortium Partner (not Lead Partner)
1.
Name of the Consortium Partner
Page 71
2.
Registered Office Address and
Website
3.
Year of Establishment
4.
Type of Firm
5.
Name of the authorized contact
person of the Consortium Partner
6.
Telephone Number(s)
7.
Email Address/ Website
8.
Fax No.
9.
Mobile no.
11.
Year-wise financial turnover
Public Limited/Private Limited/
Proprietary/Partnership/Society/Other
2011-12
2012-13
2013-14
3) Experience in same or similar projects completed
S.No.
Name of the
Description
Responsibility
Order
Completion
Department with
address, Name of
contact person and
telephone numbers
of project
or Role of the
bidder in the
project
Value
Date
(Rs)
1.
2.
3.
4.
5.
(Please attach completion certificates from the concern department/company)
4) Details of ongoing similar projects with status
Page 72
S.No.
Name of Department
with address, Name of
contact person and
telephone numbers
Description
of project
Responsibility
or Role of the
bidder in the
project
Order
Project
Value (Rs)
Status
1.
2.
3.
4.
5) Support network:
Bidder to provide details of support offices in different cities with name of contact
person, address, Telephone No., Fax No
Center(s)
Numbers
Location(s)
Head office
Development Centers
Support Centers
Repair/Workshop Facility
6) The rates quoted are valid up to 180 days from the last date of bid submission. The
validity can be extended with mutual agreement.
7) Following documents are attached towards the proof of earnest money deposited.
S.No.
Earnest Money
Deposit through
Demand Draft/ BG
Number
Dated
Drawn on Bank
8) We agree to abide by all the conditions mentioned in this Tender Notice issued by
the Tendering Authority and also the further conditions of the said Tender Notice
given in the attached sheets (all the pages of which have been signed by us in token of
acceptance of the terms mentioned therein).
Page 73
9) We understand that re-produced/re-word-processed formats or Bidder's own formats for
the price quotations will disqualify the Bidder.
10) We accept payment modality as mentioned in the bid document.
11) Technical Bid is duly filled and signed is enclosed in a separate envelope with this Tender
form along with Terms & Conditions in token of acceptance.
12) Financial Bid of this Tender Document is enclosed in a separate envelope duly signed
and sealed.
13) An organization chart indicating the project Team organization as envisaged by the
bidder for execution of this assignment to be given in the technical bid.
14) Detailed time schedule for various activities is given in the technical bid.
We believe and agree in good faith that the decision of Bid Evaluation Committee
and Tendering Authority will be final and will be binding on us.
Dated:
Name of the Bidder:
Place:
Sign & Seal:
Note: Please add separate pages as Annexure, if required
Page 74
20.4 ANNEXURE 4: PRE-QUALIFICATION FORM
1. Bidders Detail with reference to PQ Clause 1 and 2.
Sr.
No.
1
2
Particulars
3
4
5
Registration No.
Registration Year.
Page No. in PQ Bid where
Certification of Incorporation/
Registration and other
documents attached.
In case of consortium, Page No. in
PQ Bid where Power of Attorney
to Lead Bidder by Consortium
Partner is attached.
6
Name of the Bidder
Status of Bidder
Bidder/Lead Bidder
Consortium Partner (In
case of Consortium)
Company/Firm/
Society/PSU
Company/Firm/
Society/PSU
2. Annual Turnover for the last 3 financial years with reference to PQ Clause 3
Financial Year
Total Annual Turnover (in Rupees)
2011-12
2012-13
2013-14
Copy of audited Balance Sheets are attached at Page No…………………………..
3. Detail of 3 or more Projects of conducting Computer Based Exams successfully in
academic entrance or recruitment domain for Government Agencies/Departments /
Exam Conducting Bodies with reference to PQ Clause 4
No.
Project
Name
Name of concerned Govt.
Agency/Department/
Exam Conducting Body
Total Project/
contract
Value in Rs.
Contract Award
Date and Work
Completion Date
Relevant Certificates
enclosed on Page No.
of PQ Bid
1
2
3
Page 75
4. Detail of completing Computer Based Exams having minimum 7,000 candidates
appeared in single shift for any department/Exam conducting body of Central or State
Govt. with reference to PQ Clause 5.
No.
Name of
the
Examination
Name of
concerned Govt.
Agency/
Department/ Exam
Conducting Body
Date of
Exam
Name of the Cities
where exam conducted
(if names are more than
20, please attach
separate sheet and
mention page no. here.)
Number of
Candidates
Appeared in
Single Shift
Relevant
Certificates
enclosed
on Page
No. of PQ
Bid
1
2
3
5. Detail of conducting Computer Based Exams till the date of bid submission with
reference of PQ Clause 6
Sr.
No.
Year
Number of CBT
Exam Assignments
Completed
Number of
Candidates
Participated/
appeared
Name of the Cities where exam
conducted (if names are more
than 20, please attach separate
sheet and mention page no.
here.)
Relevant
Certificates
enclosed on
Page No. of PQ
Bid
1
2
3
6. Detail of Computer Based Exam conducting Software with reference of PQ Clause 7
Sr. No.
1
2
3
4
5
6
7
8
9
10
Particular
Name of The Software (if Any)
Platform used to develop the software
Year of release of first version
Name of the agency for which the software was used
first time and year
Number of candidates participated in the first exam
conducted on it.
Current Version
Does the Software have Question Repository Creation
Facility?
Does the Software have Typing Test ability?
Name of Consortium Partner (in case of Consortium)
who has complete ownership and IPR of the Software
Page no of PQ Bid where necessary credentials are
attached in support above declarations.
Detail of Software
7. Detail of CMMI Certification with reference to PQ Clause 8
Page 76
Sr. No.
1
2
3
4
5
6
Particular
Does the bidder/consortium partner
has CMMI Certification ?
CMMI Certification Level
Name of the Agency which made
assessment for CMMI Certification last
time.
CMMI Certificate is valid from (Date)
CMMI Certificate is valid till (Date)
Page number of PQ Bid where copy of
CMMI Certificate is attached.
Bidder/Lead
Bidder
Yes/No
Consortium Partner
(if any)
Yes/No.
8. Detail of black listing by any Center/State government department/agency in India with
reference to PQ Clause 9.
Sr.
No.
1
2
3
Particular
Bidder/Lead
Bidder
Has the Bidder/Consortium Partner been Yes/No
ever black listed by any Center/State
government department/agency in India
during last 5 years.
If yes, please attached detail of same
and mention Page no. of same in PQ Bid.
If no, please provide Page No. where
undertaking of non-blacklisting is
attached.
Consortium Partner
(if any)
Yes/No.
9. Undertaking of having capacity of conducting Computer Based Exam for 10,000
Candidates in a single shift along the list of Exam Center and Seating Capacity is attached
at Page No……..
10. Particulars of Authorization of the person signing these documents on behalf of the
bidder.
Sr. No. Particular
Detail
1
Detail of authorized person Name
to sign this bid document
Company
for this project.
Designation
Address
Phone No.
Mobile No.
Email Address
2
Authorization given by
3
Extent of liability covered under this Authority
4
Page No. of PQ Bid where Original
Authorization Certificate is attached.
Page 77
Date:
Place:
Name and Designation with Seal
Page 78
20.5 ANNEXURE 5: TECHNICAL BID COVERING LETTER
To,
The Chief Executive Officer,
MAP_IT
State IT Centre
47-A, Arera Hills, Bhopal, MP
Subject: Submission of Technical Bid for Providing Computer Based Exam services to
Professional Examination Board, Govt. of MP
Dear Sir,
Having examined the Bid document, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide the Professional services as required
and outlined in the Bid for "Providing Computer Based Exam Services for MP Professional
Examination Board. To meet such requirements and provide such services as required are
set out in the Bid document, we attach hereto the Bid technical response as required by the
Bid document, which constitutes our proposal.
We undertake, if our proposal is accepted, we will obtain a performance security
acceptable to PEB, for a sum equivalent to 10% of our bid value quoted in our commercial
proposal or Rs. 10 crores which ever is higher, for the due performance of the contract.
We agree for unconditional acceptance of all the terms and conditions set out in the
Bid document and also agree to abide by this Bid response for a period of 180 days from the
date fixed for Bid opening and it shall remain binding upon us with full force and virtue, until
within this period a formal contract is prepared and executed, this Bid response, together
with your written acceptance thereof in your notification of award, shall constitute a
binding contract between us and the PEB.
We confirm that the information contained in this bid or any part thereof and other
documents and instruments delivered or to be delivered to MAP_IT is true, accurate, and
complete. This proposal includes all information necessary to ensure that the statements
therein do not in whole or in part mislead as to any material fact.
We agree that MAP_IT not bound to accept the lowest or any Bid response you may
receive. We also agree that you reserve the right in absolute sense to reject all or any of the
products/service specified in the Bid response without assigning any reason whatsoever. It
is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/
Page 79
firm/organization and empowered to sign this document as well as such other documents,
which may be required in this connection.
The Technical Specifications are appended herewith. Dated this Day of < >
(Signature)
(In the capacity of)…………………………………………………..
Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of
Company)
Seal/Stamp of bidder
Witness Signature:
Witness Name:
Witness Address:
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I, certify that I am …………………………… of the …………………, and that
………………………………………………………………who signed the above Bid is authorized to bind the
corporation by authority of its governing body.
Date:
Place:
Page 80
20.6 ANNEXURE 6: BID SECURITY FORM
PARTICULARS OF BID SECURITY
1. Name of the Bank
2. Name, Address, Tel. Nos. & Fax Nos.
of Bank Branch Issuing the draft
3. Code No. of Bank Branch
4. Amount of Draft/Bank Guarantee
6. Bank Draft No. and Date
7. Valid up to (give date)
Note: Demand Draft/Bank Guarantee of Bid Security as per Bid Document should be
attached.
Date:
Place:
Page 81
20.7 ANNEXURE 7: FORMAT OF POWER OF ATTORNEY FOR LEAD MEMBER
OF CONSORTIUM
Power of Attorney for Lead Member of Consortium
Whereas the MAP_IT (an agency under Department of Science and Technology,
Govt. of MP) has invited bids from the interested Bidders for Providing "Computer Based
Exam services" (Hereinafter referred as the Project) to Professional Examination Board,
Govt. of MP". Whereas, ___________ and ________ (collectively the “Consortium”) being
Members of the Consortium are interested in bidding for the Project in accordance with the
terms and conditions of the Request for Proposal (RFP) and other connected documents in
respect of the Project, and Whereas, it is necessary for the Members of the Consortium to
designate one of them as the Lead Member with all necessary power and authority to do for
and on behalf of the Consortium, all acts, deeds and things as may be necessary in
connection with the Consortium’s bid for the Project and its execution.
NOW THEREFORE KNOW ALL MEN BY THESE PRESENTS
I, M/s. ______, having our registered office at ____________,[the respective names
and addresses of the registered office] (hereinafter collectively referred to as the
“Principals”) do hereby irrevocably designate, nominate, constitute, appoint and authorise
M/s ________, having its registered office at ___, being a Member of the Consortium, as the
Lead Member and true and lawful attorney of the Consortium (hereinafter referred to as
the “Attorney”) and hereby irrevocably authorise the Attorney (with power to sub-delegate)
to conduct all business for and on behalf of the Consortium and any one of us during the
bidding process and, in the event the Consortium is awarded the Concession/ Contract,
during the execution of the Project, and in this regard, to do on our behalf and on behalf of
the Consortium, all or any of such acts, deeds or things as are necessary or required or
incidental to the submission of its bid for the Project, including but not limited to signing
and submission of all applications, bids and other documents and writings, participate in
bidders’ and other conferences, respond to queries, submit information/ documents, sign
and execute contracts and undertakings consequent to acceptance of the bid of the
Consortium and generally to represent the Consortium in all its dealings with the
Concessioning Authority/ Confirming Party, and/ or any other Government Agency or any
person, in all matters in connection with or relating to or arising out of the Consortium’s bid
Page 82
for the Project and/ or upon award thereof till the Concession Agreement is entered into
with the Government and Concessioning Authority.
AND hereby ratify and confirm all acts, deeds and things lawfully done or caused to
be done by our said Attorney pursuant to and in exercise of the powers conferred by this
Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise
of the powers hereby conferred shall and shall always be deemed to have been done by us/
Consortium.
IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS
POWER OF
ATTORNEY ON THIS DAY OF 2014.
For _______
(Name & Title)
For _______ _
(Name & Title)
Witnesses:
1.
2.
(Executants)
(To be executed by all the Members of the Consortium)
Notes:
- The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required, the same should be under common seal affixed in
accordance with the required procedure.
- Also, wherever required, the Bidder should submit for verification the extract of the
charter documents and documents such as a resolution/ power of attorney in favour of the
person executing this Power of Attorney for the delegation of power hereunder on behalf of
the Bidder.
Page 83
20.8 ANNEXURE 8: FORMAT FOR COMMERCIAL BID
(To be submitted on bidder's letterhead)
Date: ………………
To,
MAP_IT,
State IT Centre,
47-A, Arera Hills,
Bhopal MP
Subject: Submission of Financial Bid for Providing Computer Based Exam Services for
Computer Based Exam.
Having examined the Bid Document, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to Provide Computer Based Exam Services to MP
Professional Examination Board. To meet such requirements and to provide services as set
out in the Bid document following is our quotation summarizing our commercial proposal.
Particulars
Unit
Quantity
Price per
unit
(X)
(in Rs.)
(Y)
Price for Conducting Computer
Based Exam as per RFP Terms in 3
years after Go-live (A)
Candidates/
Exam
20,00,000
Price for Application Receiving
Portal Services in next 3 years. (B)
Online
Applications
20,00,000
Price for setting of Helpdesk
Support system along with services
of Helpdesk support operators in
PEB Premises. (C)
Seats
Total Amount
(in Rs.)
(Z )= (X) x (Y)
4
Grand Total (A+B+C)
Grand Total (in words):
Page 84
We undertake that the aforesaid prices are inclusive of all taxes and duties as
applicable, except Service Tax.
We understand that the unit quantity data specified in the price Bid serial no. A & B
indicates the volume likely to get routed during three years which is based on estimations.
We shall not regard the volume specified as a commitment from the PEB, as these are
mentioned for bid evaluation purpose. The figures are bound to change based on various
circumstances.
We undertake, if our proposal is accepted, we will obtain a performance security
issued by a nationalized bank in India, acceptable to MAP_IT for a sum equivalent to 10% of
the bid value as quoted herein or Rs. 10 crores whichever is higher, for the due performance
of the contract.
We agree for unconditional acceptance of all the terms and conditions in the Bid
document and also agree to abide by this Bid response for a period of 180 days from the
date fixed for Bid opening and it shall remain binding upon us, until within this period a
formal contract is prepared and executed, this Bid response, together with your written
acceptance thereof in your notification of award, shall constitute a binding contract
between us.
We confirm that the information contained in this proposal or any part thereof,
including its exhibits, schedules, and other documents and instruments delivered or to be
delivered to the MAP_IT is true, accurate, and complete. This proposal includes all
information necessary to ensure that the statements therein do not in whole or in part
mislead MAP_IT as to any material fact.
We agree that you are not bound to accept the lowest or any Bid response you may
receive. We also agree that you reserve the right in absolute sense to reject all or any if the
products/service specified in the Bid response without assigning any reason whatsoever.
It is hereby confirmed that I/We are entitled to act on behalf of our
corporation/company/ firm/organization and empowered to sign this document as well as
such other documents, which may be required in this connection.
Page 85
(Signature)
(In the capacity of)…………………………………………………..
Duly authorized to sign the Bid Response for and on behalf of: (Name and Address of
Company)
Seal/Stamp of bidder
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I,
certify
that
I
am
……………………………
of
the
…………………,
and
that
…..…………………………… who signed the above Bid is authorized to bind the
corporation by authority of its governing body.
Date:
Place:
Page 86
20.9 ANNEXURE 9: FORMAT FOR BIDDER’S AUTHORIZATION LETTER
To,
MAP_IT,
State IT Centre,
47-A, Arera Hills,
Bhopal MP
Subject: Authorization Certificate
<Bidder’s Representative Name> ,<Designation> is hereby authorized to sign
relevant documents on behalf of the company/firm in dealing with RFP for Providing
Computer Based Exam Services to PEB issued by you. He/She is also authorized to attend
meetings, submit bid as may be required by you in the course of processing the above said
Bid.
Thanking you, Authorized Signatory
<Bidder’s Name> Seal
Page 87
20.10 ANNEXURE 10: SELF DECLARATION ON NON-BLACKLISTING
Date:
To,
MAP_IT,
State IT Centre,
47-A, Arera Hills,
Bhopal MP
Subject: Self Declaration with reference to our Bid for providing Computer Based Exam
Services for Computer Based Exam
In response to the Tender for Providing Computer Based Exam services for
Computer Based Exam, as a owner/partner/Director of ……………………………………….. I/We
hereby declare that our Company/firm is having unblemished past record and has not been
declared blacklisted or ineligible for non-performance, corrupt or fraudulent practices either
indefinitely or for a particular period of time in last 5 years by any State or Center
Government Agency/department in India.
Name of the Bidder: Signature: Seal of the Organization: -
Page 88
20.11 ANNEXURE 11: CERTIFICATE OF CONFORMITY
Date:
To,
MAP_IT,
State IT Centre,
47-A, Arera Hills,
Bhopal MP
CERTIFICATE
This is to certify that, the specifications of Hardware, Software and Services which I
have mentioned in the Technical bid, and which I shall supply if I am awarded with the work,
are in conformity with the specifications and requirements in the RFP document for
providing Computer Based Exam Services in PEB. I also certify that the price I have quoted is
inclusive of all the cost factors involved in the execution of the project, to meet the desired
Standards set out in the RFP Document.
Sign:
Name:
Designation:
Seal:
Page 89
20.12 ANNEXURE 12: NON-DISCLOSURE AGREEMENT
THIS AGREEMENT is made on the ………………………BETWEEN:
(1)
…………………………………………<<name of the department/Corporation/ Agency>> a
…………<<type of organization>> having its registered office at …………………………
(hereinafter referred to as "Disclosing Party" which expressions shall unless
repugnant to the context include its successors and assigns), and
(2)
…………………………<<name of the Service Provider Agency>> a ……….……… <<type of
organization>> having its registered office at ……………………………………., hereinafter
referred to as “Receiving Party", which expressions shall unless repugnant to the
context include its successors and assigns);
The Disclosing Party and the Receiving Party shall hereinafter jointly be referred to as the
“Parties”.
WHEREAS
The Disclosing Party is in possession of certain information defined hereunder as
Confidential Information by virtue of an agreement signed between the parties on dated
……………… for ………………………………….. <<name of the project>>.
NOW IT IS HEREBY AGREED as follows:-
I.
Confidential Information
For purposes of this Agreement, means all information to which the
Receiving Party has access including but not restricted to …………………….. <<name of
the project>> Project Data which relates to the technical, commercial and financial
information, software in various stages of development, techniques, models, data,
source code, object code, documentation, manuals, flow charts, research, process,
Page 90
procedures, functions, customer names and other information related to customers,
suppliers, products, developments, operations, processes, data, trade secrets, knowhow and personnel of each Party and its affiliates which is disclosed to or otherwise
learned by the other Party and all other information which may be disclosed by one
Party or to which the other Party may be provided access by the disclosing Party or
others in accordance with this Agreement, or which is generated as a result of,
incidental to or in connection with the Business Purposes, which is not generally
available to the public.
II.
Not Within Definition
Notwithstanding any other provision of this Agreement, the Parties hereto
acknowledge that Confidential Information shall not include any information that:i.
is, now or subsequently becomes public knowledge other than by breach of
the provisions of this Agreement; or
ii. is in the possession of the Party with the full right to disclose prior to its
receipt from the Disclosing Party, as evidenced by written records; or
iii. is independently received by the Receiving Party from a third party, with no
restrictions on disclosure from such third party.
iv. is independently developed by Receiving Party without reference to or based
on Confidential Information of the Disclosing Party.
III.
Obligation of Confidentiality
The Receiving Party promises and agrees to receive and hold the Confidential
Information in confidence. Without limiting the generality of the foregoing, the
Receiving Party further promises and agrees:
i.
To protect and safeguard the Confidential Information against unauthorized
use, publication or disclosure.
ii.
Not to, directly or indirectly, in any way, reveal, report, publish, disclose,
transfer or otherwise use any of the Confidential Information except as
specifically authorized by the Disclosing Party in accordance with this NonDisclosure Agreement.
iii.
Not to use any Confidential Information to unfairly compete or obtain unfair
advantage vis-a-vis Disclosing Party in any commercial activity.
Page 91
IV.
iv.
To restrict access to the Confidential Information to those of its officers,
directors, and employees who clearly need such access to carry out official
duties towards Disclosing Party.
v.
To furnish the details including names and phone numbers of persons
(Project Manager/ TL/ DBA/ System Administrator) who have the right to
access the Confidential Information of the application from backend and shall
furnish the Audit log to the Disclosing Party on bi-weekly basis. Any changes
in the persons or their role shall be duly intimated to the Disclosing Party
within 3 days.
vi.
Not to entertain any requests made by the users of the software application
to make changes or carry out any action involving reversal from the set
process, under any circumstances, which requires accessing the confidential
information from the backend, unless a prior written consent is taken from
the ACS/ PS/ Secretary, <<Name of Department>> Government of Madhya
Pradesh or any other Person specifically authorized in this regard to do so.
vii.
To instruct each of the persons to whom it provides access to any of the
Confidential Information, that such persons are strictly prohibited from
making any use, publishing or otherwise disclosing to others, or permitting
others to use for their benefit or to the detriment of the Disclosing Party, any
of the Confidential Information, and, upon Request of the Disclosing Party, to
provide the Disclosing Party with a copy of a written agreement to that effect
signed by such persons.
viii.
To comply with any other reasonable security measures requested in writing
by the Disclosing Party.
ix.
To not to enter into any communication involving disclosure of Confidential
Information in any form with either the beneficiaries or the users of Software
Application, without written consent of the Disclosing Party.
x.
To not to disclose any names and their particulars to third parties without the
written consent by the Disclosing party.
xi.
To pay liquidated and other damages recoverable under the clause 7 of this
Agreement.
Property of the Parties
All Confidential Information disclosed pursuant to this Agreement shall be
and remain the property of the Disclosing Party. Nothing in this Agreement shall be
Page 92
construed as granting or conferring any rights whatsoever, whether expressly,
impliedly or otherwise, in respect of the Confidential Information to the Receiving
Party, and the Confidential Information will be used only for the purposes of this
Agreement.
V.
Reporting Unauthorized Disclosure or Misuse of Confidential Information
The Receiving Party shall immediately inform the Disclosing Party of any
unauthorized use or disclosure, misappropriation or misuse by any person of any
Confidential Information, upon the Receiving Party having notice or knowledge of
the same.
VI.
Losses
The Receiving Party agrees to indemnify the other Party against any and all
losses, damages, claims, or expenses incurred or suffered by the other Party as a
result of the Receiving Party's breach of this Agreement.
VII.
Remedies
The Receiving Party understands and acknowledges that any disclosure or
misappropriation of any of the Confidential Information in violation of this
Agreement may cause the Disclosing Party irreparable harm, the amount of which
may be difficult to ascertain and, therefore, agrees that the Disclosing Party shall
have the right to resort to civil & criminal remedies available under the law including
the IT Act 2000 for taking action against the Receiving Party and/ or for an order
restraining any such further disclosure or misappropriation and for such other relief
as the Disclosing Party shall deem appropriate. Such right of the Disclosing Party
shall be in addition to Remedies otherwise available to the Disclosing Party at law or
in equity.
In the event of default or breach of the terms of this agreement the Receiving
Party and all its officers found guilty of breach, shall be jointly & severally liable for
action.
Page 93
VIII.
Notices
Any communication in connection with this Agreement must be in writing
and be delivered personally, or by registered mail receipt acknowledged, facsimile or
e-mail (if receipt of the complete facsimile or electronic mail is confirmed in writing
by the recipient) to the address set out at the beginning of this Agreement.
IX.
Term & Termination
This Agreement shall commence on the date as written above. The Receiving
Party's obligations with respect to the Confidential Information hereunder shall be
co-terminus with the Agreement signed by the parties as referred above. However if
after termination or expiration of the Agreement the Receiving Party remains in
possession of any Confidential Information then the obligations under this
Agreement and consequences of breach shall continue to remain in force till such
information is in possession of the Receiving Party.
IN WITNESS WHEREOF the parties hereto have caused their duly authorized
representatives to set their hands the day and year first above written.
Signature on behalf of the ……………………………………………
…………………………………. <<name of the department/Corporation/
Agency>> (Disclosing Party)
(____________________)
Name:
Designation:
Signature on behalf of …………………………<<name of the
Service Provider Agency>> (Receiving Party)
Page 94
(____________________)
Name:
Designation:
DATE:
WITNESSED BY:
Signature
Name
Address
1.
2.
Page 95
20.13 ANNEXURE 13: UNDERTAKING FOR 10000 SEATS
Date:
To,
MAP_IT,
State IT Centre,
47-A, Arera Hills,
Bhopal MP
Subject: Undertaking for having capacity of conducting Computer based Exam for 10000
candidates in single shift in MP
In response to the Tender for Providing Computer Based Exam services for in MP
Professional Examination Board, I/we have successfully identified 10,000 computer based
examination seats in Madhya Pradesh as per standards defined in this RFP for Exam Centers.
List of institutions/agencies who own Exam Center Infrastructure for these seats, their
location, and number of seats available with them as per defined standards, is enclosed
herewith. I/we will provide copy of MOUs signed with each of these Exam Center
Infrastructure owners within 6 weeks of signing of agreement with PEB. Format of this MOU
will be designed in consultation and PEB.
Encl: List of Exam Center Infrastructure Owner with their location and Seating Capacity.
Name of the Bidder: Signature: Seal of the Organization: -
Page 96

bhopal vyapam

Transcription

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